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Dell Source One Email Manager 7.0 Software Administration Guide PDF

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Summary of Content for Dell Source One Email Manager 7.0 Software Administration Guide PDF

EMC Corporation Corporate Headquarters:

Hopkinton, MA 01748-9103

1-508-435-1000 www.EMC.com

EMC SourceOne Email Management Version 7.0

Administration Guide 300-015-182

REV 02

EMC SourceOne Email Management Version 7.0 Administration Guide2

Copyright 2005 - 2013 EMC Corporation. All rights reserved.

Published June, 2013

EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice.

THE INFORMATION IN THIS PUBLICATION IS PROVIDED AS IS. EMC CORPORATION MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND WITH RESPECT TO THE INFORMATION IN THIS PUBLICATION, AND SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.

Use, copying, and distribution of any EMC software described in this publication requires an applicable software license.

For the most up-to-date listing of EMC product names, see EMC Corporation Trademarks on EMC.com.

All other trademarks used herein are the property of their respective owners.

EMC SourceOne Email Management Version 7.0 Administration Guide 3

Contents ........................................................................................................................... 3

Preface............................................................................................................................ 11

PART 1 Common Information

Chapter 1 EMC SourceOne Overview Introduction to EMC SourceOne .................................................... 18 EMC SourceOne system overview ................................................. 20 EMC SourceOne user roles .............................................................. 24 Guide to using the documentation................................................. 25 Other products used with EMC SourceOne ................................. 28

Chapter 2 Planning and Initializing Content Processing Overview of the initialization tasks ............................................... 32 Verify and configure environment for EMC SourceOne............. 33 Initialize the archive ......................................................................... 45 Associate mapped folders with the archive.................................. 46 Review supported mail environments .......................................... 46 Create policies and activities........................................................... 46

Contents

EMC SourceOne Email Management Version 7.0 Administration Guide4

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Chapter 3 Using the EMC SourceOne Console Introduction....................................................................................... 48 Starting the EMC SourceOne console ............................................ 49 Overview of the EMC SourceOne console .................................... 50 Working with an MMC snap-in...................................................... 51 Overview of nodes............................................................................ 54 Checklist: sequence of tasks for a new installation...................... 57

Chapter 4 Connecting Archives Introduction....................................................................................... 60 Prerequisites ...................................................................................... 60 Viewing list of archives.................................................................... 61 Adding an archive connection........................................................ 62 Modifying archive connection properties ..................................... 70 Deleting an archive connection ...................................................... 70

Chapter 5 Configuring Archives Overview of configuring an archive .............................................. 72 Configuring viewing of EmailXtender 4.8 SP1 messages........... 73 Configuring the Native Archive..................................................... 74 Configuring Native Archive server roles ...................................... 75 Configuring Native Archive folders and storage ........................ 86 Configuring Native Archive folder DiskXtender options ........ 124 Managing Native Archive folders................................................ 130 Searching an archive....................................................................... 141 Moving an archive .......................................................................... 142 Retaining and disposing of archived data .................................. 145 Partitioning a Native Archive database ...................................... 151 Adding Native Archive supplemental language support ........ 164

Chapter 6 Configuring Mapped Folders Introduction to mapped folders ................................................... 166 Mapped folder concepts ................................................................ 168 Viewing list of mapped folders..................................................... 190 Creating and associating mapped folders................................... 191 Modifying mapped folder properties .......................................... 195 Copying mapped folders............................................................... 198 Deleting mapped folders ............................................................... 199 Best practices for configuring Legal Hold mapped folders ..... 200

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Best practices for using mapped folders with EmailXtender archives ............................................................................................. 201 Examples of using mapped folders .............................................. 204

Chapter 7 Configuring Worker Servers Introduction ..................................................................................... 214 Viewing workers and their roles................................................... 215 Viewing or editing worker properties ......................................... 217 Controlling workers........................................................................ 221 Tuning worker server job access to servers ................................. 223

Chapter 8 Configuring Applications and Web Services Introduction ..................................................................................... 230 Editing global settings for applications and Web services........ 231 Editing settings for Retrieval Web service................................... 238 Auditing search operations............................................................ 240 Editing settings for Shortcut Web service and mobile restore.. 251 Editing settings for EMC SourceOne Web Search application . 255 Editing settings for EMC SourceOne Web Search server .......... 266

Chapter 9 Managing Organizational Policies Introduction ..................................................................................... 276 Creating organizational policies ................................................... 277 Editing organizational policies...................................................... 278 Pausing organizational policies .................................................... 279 Stopping organizational policies................................................... 280 Deleting organizational policies.................................................... 281

Chapter 10 Managing Jobs About creating jobs ......................................................................... 284 Viewing the list of jobs ................................................................... 284 Refreshing a view............................................................................ 287 Delay in start of Journaling jobs.................................................... 288 Adjusting job list when display limit is reached ........................ 288 Specifying maximum number of jobs to display........................ 289 Viewing job details.......................................................................... 289 Using a different job view.............................................................. 292 Customizing a job view.................................................................. 293 Controlling jobs ............................................................................... 307

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Chapter 11 Common and Email-specific Best Practices Common: best practices for data retention and disposal.......... 313 Common: guidelines for specifying archive location paths ..... 316 Common: optimizing Native Archive index performance....... 318 Common: best practices for setting the volume size ................. 324 Common: best practices for selecting indexing of nested attachments...................................................................................... 326 Common: best practices for selecting archive folder organization options.............................................................................................. 327 Common: best practices for tuning job access to servers.......... 331 Common: be aware of interaction between EMC SourceOne tasks and other scheduled tasks ............................................................. 332 Best practices in email identity management ............................. 333 Best practices for using rules in email activities......................... 336 Best practices for setting date formats on workers processing Domino content............................................................................... 336 When best to use LDAP queries to select data sources............. 337 Best practices for deploying shortcuts......................................... 343 Best practices for using Legal Hold folders ................................ 351 Understanding historical archiving from Sent or Sent Items... 351 Improving Office 365 journaling performance by increasing target folders used .......................................................................... 352 Optimizing EMC SourceOne Search behavior for use with Office 365 content ....................................................................................... 352 Recommendations for improving User Delete performance ... 353 Best Practices for using mapped folders with EmailXtender archives............................................................................................. 355 Best practices for using Shortcut - Historical or Archive - Historical activities to process EmailXtender data .................... 356

Chapter 12 Using Job Logs Introduction to job logs.................................................................. 360 Enabling and disabling job logging ............................................. 361 Viewing job logs.............................................................................. 362 Where to find job logs .................................................................... 362 Understanding information in the job log .................................. 363 Computing mailbox reduction from email activities ................ 367

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Chapter 13 Maintaining EMC SourceOne Daily Maintenance Tasks (common and email-specific) ........... 370 Performing a backup of an EMC SourceOne system................. 379 Restoring an EMC SourceOne system after backup .................. 392 Maintaining the EMC SourceOne databases (common)............ 395 Infrequent Maintenance Tasks (common and email-specific) .. 417

Chapter 14 Troubleshooting EMC SourceOne Troubleshooting content processing problems ........................... 434 Troubleshooting EMC SourceOne server network problems... 444 Troubleshooting search problems................................................. 446 Troubleshooting OWA shortcut problems (email-specific)....... 453 Troubleshooting Journal activities using Office 365 email content. 458 Troubleshooting User Delete issues.............................................. 459

Chapter 15 Configuring CTA Integration Enabling CTA integration .............................................................. 464 Managing CTA server consoles..................................................... 465

PART 2 Email Management Specific Information

Chapter 16 Configuring Email Management Activities Introduction to activities ................................................................ 474 Adding activities to an organizational policy............................. 482 Activity Type.................................................................................... 483 Data Source Types ........................................................................... 485 Journaling Method.......................................................................... 487 Select Data Sources ......................................................................... 489 Group Options................................................................................. 503 Item Types ........................................................................................ 505 Folders .............................................................................................. 512 User Created Folders ...................................................................... 516 Dates.................................................................................................. 518 Attachments Filter........................................................................... 522 Message Types Filter....................................................................... 524 Properties.......................................................................................... 526 Message Size Filter .......................................................................... 528

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Mapped Folder(s) ........................................................................... 530 Shortcut Options ............................................................................. 541 Post Processing ............................................................................... 543 Business Components .................................................................... 545 Delete Options ................................................................................ 548 Schedule ........................................................................................... 550 Activity Name ................................................................................. 555 Editing activities in an organizational policy ............................. 556 Controlling activities ...................................................................... 558 Deleting activities from an organizational policy ...................... 562

Chapter 17 PST and NSF Processing Activities PST processing activities................................................................ 564 NSF processing activities............................................................... 591

Chapter 18 Shortcut Activities Introduction to shortcuts ............................................................... 608 Considerations and limitations when using shortcuts.............. 614 Prerequisites for shortcutting messages ...................................... 615 Customizing shortcut replacement text ...................................... 616 Shortcut - Historical activity ......................................................... 622 Update Shortcuts - Historical & User Directed Archive activity.... 624 Restore Shortcuts - Historical & User Directed Archive activity.... 625

Chapter 19 Using Journal Activities Using Journal activities with different content types................ 628 Using Journal activities with Microsoft Exchange..................... 630

Chapter 20 Using the Journal Activity for Office 365 Content Overview of using Journal activity with Office 365 content .... 638 Journaling for Office 365 content configuration sequence ....... 644 Configuring SMTP support for Office 365 journaling............... 645 Using the Journal activity to process Office 365 messages ....... 648 Configuring Exchange Online premium journaling ................. 661 Maintaining and Troubleshooting Office 365 journaling.......... 663 Modifying EMC SourceOne Search behavior for use with Office 365 content ....................................................................................... 671

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Chapter 21 Processing Exchange Public Folder Content Overview of using Microsoft Exchange public folder activities ..... 678 Configuring public folder archiving and shortcutting .............. 680 Summary of creating an Archive - Microsoft Exchange Public Folder activity .................................................................................. 685 Summary of creating a Shortcut - Microsoft Exchange Public Folder activity .................................................................................. 688 Summary of creating a Restore Shortcuts - Microsoft Exchange Public Folder activity...................................................................... 691 Summary of creating a Delete - Microsoft Exchange Public Folder activity .............................................................................................. 693

Chapter 22 User-Directed Archiving (UDA) Activities About UDA support ....................................................................... 696 Introduction ..................................................................................... 698 Main steps to configure user-directed archiving ........................ 700 Configuring community archive or personal archive ............... 703 Considerations and limitations ..................................................... 704 Archive - User Directed Archive activity..................................... 707 Delete - User Directed Archive activity ....................................... 708 Shortcut - User Directed Archive activity.................................... 709

Chapter 23 Using Email Management Rules Rule concepts ................................................................................... 712 Best practices for using rules ......................................................... 716 Creating rules................................................................................... 722 Archiving messages which do not match any rules................... 743 Editing rules..................................................................................... 744 Copying and pasting rules............................................................. 745 Deleting rules................................................................................... 746

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Chapter 24 Configuring User Delete Introduction to User Delete........................................................... 748 Considerations and limitations - User Delete............................. 750 How User Delete works in the mail client .................................. 753 How User Delete works in SourceOne Search ........................... 756 Configuration checklists - User Delete ........................................ 759 Using the Folder Conversion utility ............................................ 763 Configuring index throttling for User Delete ............................. 771 Configuring mapped folders for User Delete............................. 773 Configuring workers for User Delete .......................................... 775 Disabling external address resolution (IBM Lotus Domino).... 776 Configuring SourceOne Search for User Delete......................... 777 Configuring Journal activities for User Delete ........................... 779 Configuring archive and shortcut activities for User Delete.... 781 Configuring the Delete - User Initiated Delete activity ............ 783 Troubleshooting the address cache for User Delete................... 785 Viewing detailed job logs for User Delete................................... 787

Glossary ....................................................................................................................... 789

Index.............................................................................................................................. 799

EMC SourceOne Email Management Version 7.0 Administration Guide 11

Preface

As part of an effort to improve its product lines, EMC periodically releases revisions of its software and hardware. Therefore, some functions described in this document might not be supported by all versions of the software or hardware currently in use. The product release notes provide the most up-to-date information on product features.

Contact your EMC technical support professional if a product does not function properly or does not function as described in this document.

This document was accurate at publication time. Go to EMC Online Support (https://support.emc.com) to ensure that you are using the latest version of this document.

Audience This document is part of the EMC SourceOne Email Management documentation set, and is intended for use by EMC SourceOne Email Management system administrators who are processing email, Microsoft SharePoint or file content.

Related documentation

Related documents include:

EMC SourceOne Email Management Installation Guide

EMC SourceOne Search User Guide

EMC SourceOne Products Compatibility Guide

EMC SourceOne Email Management Release Notes

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Preface

Conventions used in this document

EMC uses the following conventions for special notices.

Note: A note presents information that is important, but not hazard-related.

CAUTION! A caution contains information essential to avoid data loss or damage to the system or equipment.

IMPORTANT! An important notice contains information essential to operation of the software.

WARNING

A warning contains information essential to avoid a hazard that can cause severe personal injury, death, or substantial property damage if you ignore the warning.

Typographical conventions

EMC uses the following type style conventions in this document:

Normal Used in running (nonprocedural) text for: Names of interface elements (such as names of windows,

dialog boxes, buttons, fields, and menus) Names of resources, attributes, pools, Boolean expressions,

buttons, DQL statements, keywords, clauses, environment variables, filenames, functions, utilities

URLs, pathnames, filenames, directory names, computer names, links, groups, service keys, file systems, notifications

Bold: Used in running (nonprocedural) text for: Names of commands, daemons, options, programs,

processes, services, applications, utilities, kernels, notifications, system call, man pages

Used in procedures for: Names of interface elements (such as names of windows,

dialog boxes, buttons, fields, and menus) What user specifically selects, clicks, presses, or types

Italic: Used in all text (including procedures) for: Full titles of publications referenced in text Emphasis (for example a new term) Variables

EMC SourceOne Email Management Version 7.0 Administration Guide 13

Preface

Where to get help EMC support, product, and licensing information can be obtained as follows:

Product information For documentation, release notes, software updates, or information about EMC products, licensing, and service, go to the EMC Online Support website (registration required) at:

https://support.emc.com/

Technical support For technical support, go to EMC online support and select Support. On the Support page, you will see several options, including one to create a service request. Note that to open a service request, you must have a valid support agreement. Contact your EMC sales representative for details about obtaining a valid support agreement or with questions about your account.

Courier: Used for: System output, such as an error message or script URLs, complete paths, filenames, prompts, and syntax when

shown outside of running text

Courier bold: Used for: Specific user input (such as commands)

Courier italic: Used in procedures for: Variables on command line User input variables

< > Angle brackets enclose parameter or variable values supplied by the user

[ ] Square brackets enclose optional values

| Vertical bar indicates alternate selections - the bar means or

{ } Braces indicate content that you must specify (that is, x or y or z)

... Ellipses indicate nonessential information omitted from the example

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Preface

Online communities

Visit EMC Community Network at https://community.EMC.com/ for peer contacts, conversations, and content on product support and solutions. Interactively engage online with customers, partners, and certified professions for all EMC products.

Your comments Your suggestions will help us continue to improve the accuracy, organization, and overall quality of the user publications. Send your opinions of this document to:

techpubcomments@emc.com

15

PART 1

This part contains EMC SourceOne information that applies to all content types, including email, SharePoint, and file content.

Part 2, Email Management Specific Information, contains email-specific information.

The following chapters in this part contain information for all content types.

Chapter 1, EMC SourceOne Overview, provides an overview of the EMC SourceOne products.

Chapter 2, Planning and Initializing Content Processing, describes the initial configuration and creation tasks you need to perform for the EMC SourceOne system.

Chapter 3, Using the EMC SourceOne Console, introduces how to use the administrative functions within the EMC SourceOne console.

Chapter 4, Connecting Archives, describes how to connect the one or more archives you will be using to the EMC SourceOne system.

Chapter 5, Configuring Archives, describes how to configure the archives you use with EMC SourceOne.

Chapter 6, Configuring Mapped Folders,describes how to configure mapped folders for the EMC SourceOne archives.

Chapter 7, Configuring Worker Servers, describes how to configure workers in your EMC SourceOne environment.

Common Information

Chapter 8, Configuring Applications and Web Services, describes how to configure application and web settings in your EMC SourceOne environment

Chapter 9, Managing Organizational Policies, describes how to configure and manage policies.

Chapter 10, Managing Jobs, describes how to configure and manage jobs.

Chapter 11, Common and Email-specific Best Practices,describes both common and email-specific best practices.

Chapter 12, Using Job Logs,describes how to use job logs.

Chapter 13, Maintaining EMC SourceOne, describes both common and email-specific maintenance tasks you should perform with EMC SourceOne.

Chapter 14, Troubleshooting EMC SourceOne, describes both common and email-specific tasks to diagnose and resolve common processing and performance issues.

Chapter 15, Configuring CTA Integration, describes the integration of EMC Cloud Tiering Appliance (CTA) with EMC SourceOne Email Management.

EMC SourceOne Overview 17

1

Provides an overview of EMC SourceOne and is organized as follows:

Introduction to EMC SourceOne ..................................................... 18 EMC SourceOne system overview .................................................. 20 EMC SourceOne user roles ............................................................... 24 Guide to using the documentation.................................................. 25 Other products used with EMC SourceOne................................... 28

EMC SourceOne Overview

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EMC SourceOne Overview

Introduction to EMC SourceOne EMC SourceOne is an enterprise solution you can use to archive content from email, file, and Microsoft SharePoint servers and can help you comply with legal requirements for archiving.

EMC SourceOne archives and organizes content from Microsoft Exchange (Office 365 and local servers), IBM Lotus Domino, and SMTP mail servers, as well as from SharePoint servers and file servers. Archived content is stored in the EMC SourceOne Native Archive.

The types of content you can process depends on what EMC SourceOne products you are using:

Email content can be processed when you use EMC SourceOne Email Management.

SharePoint content can be processed when you add EMC SourceOne for Microsoft SharePoint to an existing EMC SourceOne Email Management environment.

File content can be processed when you add EMC SourceOne for File Systems to an existing EMC SourceOne Email Management environment.

Existing EmailXtender 4.8 SP1 archives can also be read by EMC SourceOne.

Introduction to EMC SourceOne 19

EMC SourceOne Overview

These components are shown in Figure 1 on page 19.

Figure 1 EMC SourceOne system overview

The following sections provide more details on EMC SourceOne:

Refer to EMC SourceOne system overview on page 20 for information on the EMC SourceOne components and architecture.

Refer to EMC SourceOne user roles on page 24 for information on the various types of EMC SourceOne users and their roles.

Refer to Guide to using the documentation on page 25 for information on what portion of the EMC SourceOne documentation is appropriate for your role or roles.

Refer to Other products used with EMC SourceOne on page 28 for information on other products you can use to extend the capabilities of EMC SourceOne.

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EMC SourceOne Overview

EMC SourceOne system overview You archive content, such as SharePoint documents, Domino or Exchange email messages, or files, from various sources by creating EMC SourceOne activities. Activities are used to perform most EMC SourceOne processing, such as archiving messages. You create activities using the EMC SourceOne console. Once an activity is created, EMC SourceOne work units, called jobs are created from that activity to run on one or more computers within the EMC SourceOne system, called worker servers. Information about activities, jobs and other components is stored within the activity database.

The following steps summarize how EMC SourceOne components work together to archive content.

1. An activity is created by the EMC SourceOne administrator using the EMC SourceOne console. An example of an activity would be the Journaling activity, which can be used to archive messages from a mail server, such as an Exchange or Domino mail server.

2. Once an activity is created, the activity is stored in the activity database. Jobs are generated automatically to perform the work of the activity and those jobs are stored in the activity database as well.

3. Periodically, worker servers check the activity database for jobs they can perform (not all workers may be configured to perform all jobs). If a matching job is found, that job is then run on the worker server.

Refer to EMC SourceOne system components on page 21 for more information.

EMC SourceOne system overview 21

EMC SourceOne Overview

EMC SourceOne system components This section provides a more in-depth look at the EMC SourceOne system components already discussed and introduces additional lower-level components. Figure 2 on page 21 shows the relationship between the EMC SourceOne components.

Figure 2 EMC SourceOne system components

Refer to the following sections for a description of each component:

Content sources on page 22 describes the sources from which EMC SourceOne can process content, such as email messages or SharePoint content.

Content archives on page 22 describes the various archives supported: EmailXtender 4.8 SP1 archive and the EMC SourceOne Native Archive.

EMC SourceOne console on page 23

EMC SourceOne Web services on page 23

Client applications on page 23

Client services on page 23

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EMC SourceOne Overview

Content sources EMC SourceOne can archive content from multiple sources, such as a SharePoint server, a file server, or a mail server. Supported mail server sources include Exchange or Domino mail servers, as well as SMTP mail servers or Instant Messaging proxy servers.

Refer to Part 2, Email Management Specific Information, for information on EMC SourceOne email management capabilities.

Refer to the EMC SourceOne for Microsoft SharePoint Administration Guide for information on SharePoint content archiving capabilities.

Refer to the EMC SourceOne for File Systems Administration Guide for information on file archiving capabilities.

Content archives EMC SourceOne allows you to transparently manage and archive content using a wide array of storage devices, such as EMC Centera or EMC Symmetrix.

You can use EMC SourceOne to manage content archived in any of the following types of archives:

EMC SourceOne Native Archive

The EMC SourceOne Native Archive (Native Archive) is a scalable and flexible archive technology that is shipped with EMC SourceOne. The Native Archive can be configured to use a single computer, or more typically, to use many computers. The computers that are used as part of the Native Archive are referred to as Native Archive servers.

You configure the Native Archive by configuring each of the Native Archive servers to perform one or more server roles. These roles are: archive server, index server, search server, and retrieval server. This allows you to have the flexibility of having more servers for processing roles that you will use often and fewer servers for roles you will use less frequently.

Refer to Chapter 5, Configuring Archives, for more information on using the Native Archive.

EmailXtender 4.8 SP1 archive

You can access messages archived by EmailXtender 4.8 SP1, but you cannot add messages to this archive using EMC SourceOne.

Refer to Chapter 5, Configuring Archives, for more information on configuring the supported archives.

EMC SourceOne system overview 23

EMC SourceOne Overview

EMC SourceOne console The EMC SourceOne administrator uses the EMC SourceOne console to configure and manage the EMC SourceOne system. The EMC SourceOne console is implemented as a Microsoft Management Console (MMC) 3.0 snap-in.

Refer to Chapter 3, Using the EMC SourceOne Console, for more information on using the EMC SourceOne console.

EMC SourceOne Web services The EMC SourceOne Web services allow EMC SourceOne to support Web-based components, such as EMC SourceOne Search, the Outlook Web Access (OWA) mail client, the Domino Web Access (DWA) mail client, and others.

Client applications Client applications that work with EMC SourceOne include IBM Lotus Notes, Microsoft Outlook, and others.

Client services Client services that work with EMC SourceOne include the Microsoft Outlook Web Access (OWA) mail client, the IBM Domino Web Access (DWA) mail client, and others.

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EMC SourceOne Overview

EMC SourceOne user roles EMC SourceOne can be used in several ways by several types of users. Each of these users may have one or more roles, from an EMC SourceOne search user role to an EMC SourceOne administrator role. Depending on the size of the organization, each role may be assigned to a different individual or several roles may be assigned to a single individual. Table 1 on page 24 lists the primary EMC SourceOne user roles.

Table 1 EMC SourceOne roles

Role Description

Compliance manager

Defines regulatory compliance across the organization. The compliance manager defines corporate content policies, such as how long content should be retained. These policies should be consulted when configuring the EMC SourceOne system.

Email user Views, composes and manages their messages using an email client, such as Notes or Outlook. The email user may search the EMC SourceOne archives for messages, or if they are an Outlook user, select individual messages they receive to be archived by EMC SourceOne.

SharePoint user Views and manages SharePoint documents. The SharePoint user may search the EMC SourceOne archives for documents using the Archive Search available in the SharePoint Search portal.

File user Views and manages files. The file user may search the EMC SourceOne archives for files using EMC SourceOne Search.

EMC SourceOne administrator

Manages and maintains the EMC SourceOne installation after it is installed. This person performs maintenance and management tasks and customizes the system as needed for their environment. This person may also be the Domino server, Exchange server, or SharePoint server administrator.

EMC SourceOne installer

Performs the initial installation and configuration of the EMC SourceOne system. This person is often also the EMC SourceOne administrator.

EMC SourceOne legal compliance user

Uses EMC SourceOne Search capabilities to comply with legal requirements for archiving or discovery. In most cases, this person will use the EMC SourceOne Search capabilities as a starting point and may also make use of more specialized search products. Refer to Other products used with EMC SourceOne on page 28 for a list of other search products that can be used with EMC SourceOne.

EMC SourceOne Search user

Is someone who uses EMC SourceOne Search capabilities to find content archived by EMC SourceOne. SharePoint users may also use the Archive Search available in the SharePoint Search portal. Refer to Other products used with EMC SourceOne on page 28 for a list of other search products that can be used with EMC SourceOne.

Guide to using the documentation 25

EMC SourceOne Overview

Guide to using the documentation To use the documentation effectively, you need to know what books are available to you, and which of those you need to perform your role in the organization.

Overview of the EMC SourceOne Email Management documentation set on page 25 describes the books in the EMC SourceOne Email Management documentation set.

Selecting what to read based on your role on page 26 describes what portions of the documentation to review based on what your role is in your organization.

Overview of the EMC SourceOne Email Management documentation set The EMC SourceOne Email Management documentation is composed of the following books:

EMC SourceOne Email Management Installation Guide

Describes how to plan for and install EMC SourceOne software, including email management and archiving software. This book also contains platform information for use when installing other EMC SourceOne products, such as EMC SourceOne for Microsoft SharePoint or EMC SourceOne for File Systems.

EMC SourceOne Email Management Administration Guide (this book)

Describes how to use, configure, troubleshoot and manage the EMC SourceOne Email Management software. Much of the content of this book is also available in the EMC SourceOne Console online help.

This book is separated into the following parts:

Part 1, Common Information, describes topics of use to email management, SharePoint archiving, and file archiving administrators.

Part 2, Email Management Specific Information, describes topics that are specific to EMC SourceOne email management.

Once you have installed EMC SourceOne Email Management, you can also install products to perform Microsoft SharePoint and File content as well.

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EMC SourceOne Overview

Refer to the documentation for those products for more details:

EMC SourceOne for Microsoft SharePoint EMC SourceOne for File Systems

EMC SourceOne Search User Guide

Describes how to use EMC SourceOne Search to search for content that has been archived. Much of the content of this book is also available in the EMC SourceOne Search online help.

EMC SourceOne In Place Migration Administration Guide

Describes how to perform an in place migration of EMC EmailXtender data to EMC SourceOne Email Management.

EMC SourceOne Email Management Release Notes

Describes supplemental information about EMC SourceOne Email Management.

EMC SourceOne Localized Product Release Notes

Describes supplemental localization information about the EMC SourceOne product language support, including email management, SharePoint archiving, and file archiving.

EMC SourceOne Products Compatibility Guide

Describes the components, operating systems, and products that are supported for use with EMC SourceOne products.

Selecting what to read based on your role The documentation for EMC SourceOne is intended for several audiences with several roles. You should read the portions intended for the roles you perform in your organization.

Refer to the roles in Table 2 on page 27 for a list of what portions of the documentation you should read.

Guide to using the documentation 27

EMC SourceOne Overview

Table 2 Guide to using the documentation by role

If your role is ... Read the following

All roles All EMC SourceOne product users should read this chapter which provides an introduction to the EMC SourceOne products and introduces key concepts.

Email, SharePoint, or file content end user

End users should not need to read the EMC SourceOne documentation. However, the EMC SourceOne product administrator should provide an overview of the EMC SourceOne product features being used that impact end users. For example, if shortcuts are enabled, the administrator should explain the local shortcutting policy to end users.

Compliance manager

Compliance managers should be aware of the settings of the EMC SourceOne system that have to do with the corporate compliance policies and know how to review and change the settings. Refer to the following chapters for this information: Chapter 2, Planning and Initializing Content Processing Chapter 4, Connecting Archives Chapter 3, Using the EMC SourceOne Console Chapter 5, Configuring Archives Chapter 6, Configuring Mapped Folders

EMC SourceOne administrator

EMC SourceOne Email Management administrators can determine what portions of this guide to read based on what content is being archived at their site. Part 1, Common Information, should be read by all administrators. Part 2, Email Management Specific Information, should be read by administrators

where email content is being archived. If other EMC SourceOne products are installed, the administrator should read the

administration documentation for those products as well.

EMC SourceOne installer

Users who install EMC SourceOne Email Management should read the following: To perform an installation, refer to the EMC SourceOne Email Management

Installation Guide which describes how to install the EMC SourceOne Email Management software.

To perform certain initial configuration and creation tasks to have a fully functional EMC SourceOne Email Management system, refer to Chapter 2, Planning and Initializing Content Processing.

If other EMC SourceOne products are to be installed, the administrator should read the installation documentation for those products as well.

If migrating data from an EMC EmailXtender installation, refer to the EMC SourceOne In Place Migration Administration Guide.

EMC SourceOne legal compliance user

Users who want to perform searches of messages in the EMC SourceOne Email Management archive for the purposes of compliance with email policies and regulations should use EMC SourceOne Discovery Manager if it is available. Refer to the EMC SourceOne Discovery Manager User Guide for more information.

EMC SourceOne search user

Users who want to perform searches for messages in the EMC SourceOne Email Management archive should refer to the online help within EMC SourceOne Search or read the EMC SourceOne Search User Guide.

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EMC SourceOne Overview

Other products used with EMC SourceOne The following list contains EMC products you can use to enhance the capabilities of your EMC SourceOne Email Management system.

EMC SourceOne for Microsoft SharePoint

Adds support for Microsoft SharePoint archiving to your EMC SourceOne Email Management system.

EMC SourceOne for File Systems

Adds support for file archiving to your EMC SourceOne Email Management system.

EMC SourceOne Discovery Manager

EMC SourceOne Discovery Manager provides collection, hold and export capabilities in response to a regulatory notice or corporate policy request for email archived by EMC SourceOne Email Management or EMC EmailXtender. EMC SourceOne Discovery Manager is a separate, chargeable application option to EMC SourceOne Email Management.

EMC SourceOne Offline Access

The EMC SourceOne Offline Access client application (Offline Access) provides a seamless experience to the user when retrieving shortcut messages in Outlook. In addition, you can configure Offline Access to cache messages on users hard drives so that users can retrieve messages when they are not connected to the network.

EMC SourceOne eDiscovery - Kazeon

EMC SourceOne eDiscovery - Kazeon is an EMC product that enables organizations to efficiently and cost effectively classify, manage, and retrieve data.

EMC EmailXtender

An email archiving solution. Archives created by EMC EmailXtender can be read using EMC SourceOne Email Management.

EMC SourceOne In Place Migration Services

A separate toolset you can purchase to perform an in place migration of EMC EmailXtender data to EMC SourceOne Email Management.

Other products used with EMC SourceOne 29

EMC SourceOne Overview

EMC DiskXtender for Windows

DiskXtender for Windows is an EMC product that allows you to extend the capacity of EMC SourceOne Email Management storage by automatically writing EMC SourceOne Email Management archives to other storage media and network devices.

EMC Email Supervisor

EMC Email Supervisor allows an organization to easily monitor inbound and outbound email for compliance with corporate policies, NASD regulations and governance mandates for email archived by EMC SourceOne Email Management or EMC EmailXtender. Email Supervisor is an add-on product in the EMC SourceOne family.

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Planning and Initializing Content Processing 31

2

Describes how to plan and perform the initial configuration of the various parts of the EMC SourceOne software and is organized as follows:

Overview of the initialization tasks ................................................ 32 Verify and configure environment for EMC SourceOne .............. 33 Initialize the archive .......................................................................... 45 Associate mapped folders with the archive ................................... 46 Review supported mail environments............................................ 46 Create policies and activities ............................................................ 46

Planning and Initializing Content

Processing

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Overview of the initialization tasks Once EMC SourceOne has been installed, there are initialization tasks that need to be performed before you can archive content from a SharePoint server or an email server. These tasks occur in the following order:

1. Verify that the software environment on the worker servers and the master server are configured correctly for EMC SourceOne. Refer to Verify and configure environment for EMC SourceOne on page 33 for more information.

2. Initialize an archive that will contain the content to be archived. Refer to Initialize the archive on page 45 for more information.

3. Create the mapped folders used to access the content in the archive. Refer to Associate mapped folders with the archive on page 46 for more information.

4. Review, and if necessary modify, the list of supported mail systems in the Global Settings dialog of the EMC SourceOne console to ensure that they match your environment. Refer to Review supported mail environments on page 46 for more information.

5. Create the policies and activities (and email rules if used) that will be used to archive content. Refer to Create policies and activities on page 46 for more information.

Verify and configure environment for EMC SourceOne 33

Planning and Initializing Content Processing

Verify and configure environment for EMC SourceOne Verify that the software environment on the worker servers, the master server, and the Native Archive servers are configured correctly for EMC SourceOne. Specifically, verify that the following tasks have been performed:

If antivirus software is installed on a worker server, a master server, or a Native Archive server, verify that the antivirus software is configured to work with EMC SourceOne. Refer to Configure antivirus software, if used on page 33 for more information.

If EMC SourceOne is being used with Exchange, verify that the Exchange Active Directory environment is configured to work with EMC SourceOne. Refer to Configuring EMC SourceOne for an Exchange Active Directory environment on page 36 for more information.

If Exchange PST files will be processed by EMC SourceOne in an Exchange resource forest Active Directory configuration, verify that any needed additional tasks have been performed. Refer to Configuring Exchange PST processing across Active Directory forests on page 37.

Review the network ports that are used by EMC SourceOne to make sure they do not conflict with other applications used by your organization. Refer to Reviewing network ports used on page 42 for more information.

Verify that all computers in the environment are synchronized to make sure there are no timing issues. Refer to Verify that all computers are synchronized on page 45.

Configure antivirus software, if used You can use antivirus software with EMC SourceOne software, such as the following:

Symantec Norton AntiVirus Corporate Edition

McAfee VirusScan Enterprise

This list of antivirus software is not exhaustive. Other antivirus software packages may also work.

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When using antivirus software with EMC SourceOne and archiving content from a mail server, install the antivirus software on the mail server, such as a Lotus Domino mail server, or a Microsoft Exchange mail server.

Be aware that messages that contain viruses may cause errors and not be processed. For example, if a shortcut activity is run against a message containing a virus, an error is generated indicating Shortcut failed. This is intended behavior, as EMC SourceOne does not shortcut messages containing a virus.

If possible, do not install antivirus software on the EMC SourceOne master server, worker servers, or Native Archive servers. If company policy requires you to install antivirus software on the EMC SourceOne servers, configure that software as described in the following sections:

Configuring antivirus software on a mail server using EMC SourceOne on page 34

Configuring antivirus software on an EMC SourceOne master server, worker server, or Native Archive server on page 34

Configuring EMC SourceOne for an Exchange Active Directory environment on page 36

Configuring antivirus software on a mail server using EMC SourceOne When antivirus software is installed on a Domino or Exchange mail server, the antivirus software may remove infected messages in the one or more EMC SourceOne journaling mailboxes (databases) for that mail server, resulting in that message not being archived.

Note: If you have antivirus software that is causing issues with the EMC SourceOne software, please contact EMC Technical Support.

Configuring antivirus software on an EMC SourceOne master server, worker server, or Native Archive server

It is recommended that antivirus software be installed on the mail server and not on an EMC SourceOne master server, worker server, or Native Archive server. Using antivirus software on an EMC SourceOne server can impact the performance of EMC SourceOne and cause processing problems.

When antivirus software is installed on an EMC SourceOne server, the antivirus software may remove or modify infected messages while they are being processed by EMC SourceOne.

Verify and configure environment for EMC SourceOne 35

Planning and Initializing Content Processing

If your environment requires that antivirus software be installed on the EMC SourceOne servers, configure the antivirus software as follows to avoid problems with the EMC SourceOne software.

For master servers, worker servers or Native Archive servers:

Disable virus scanning on any Exchange or Domino email clients, such as Microsoft Outlook or Lotus Notes, that are installed on the EMC SourceOne server.

Disable SMTP scanning on the EMC SourceOne server.

Disable virus scanning on the directories and subdirectories where the EMC SourceOne software is installed or that the EMC SourceOne software uses. This includes:

The directory and subdirectories where the EMC SourceOne software is installed.

The Native Archive work directory and subdirectories.

The Native Archive message center directory and subdirectories.

The Native Archive folder volume directory and subdirectories.

The Native Archive index directory and subdirectories.

If processing Office 365 email (Exchange Online) content, those processing directories. These directories are:

Any source folder used by the EMC SourceOne File Mover agent. This is typically the SMTP drop directory used by IIS.

Any target folder used by the EMC SourceOne File Mover agent. These folders are defined by the administrator.

The Journaling issues folder used by the EMC SourceOne File Mover agent. This folder is defined by the administrator.

Refer to Chapter 20, Using the Journal Activity for Office 365 Content, for more information on these folders.

This is the simplest and easiest way to protect EMC SourceOne from potential antivirus software problems.

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Configuring EMC SourceOne for an Exchange Active Directory environment EMC SourceOne works with Exchange servers that are installed in several Active Directory environments. In all cases, EMC SourceOne requires that all the Exchange servers be installed in the same Exchange organization.

Table 3 on page 36 lists the types of Exchange Active Directory configurations, and how EMC SourceOne supports each.

Table 3 Active Directory forest configurations

Active Directory forest configuration EMC SourceOne configuration

Single Forest A single Active Directory forest containing one or more domains. Each domain contains one or more Exchange servers. A common global address list (GAL) is used for all domains. This is the simplest topology and is recommended by Microsoft in the document Active Directory Forest Topologies which is available online at: http://technet.microsoft.com/en-us/library/bb124765(EXC HG.80).aspx.

Single or multiple domains in a single forest are supported by EMC SourceOne as described in the EMC SourceOne Email Management Installation Guide.

Multiple Forests (Exchange Resource Forest) Multiple Active Directory forests are used. One forest is dedicated to running Exchange and hosting Exchange mailboxes. The user accounts associated with the mailboxes are contained in one or more other separate forests.

This configuration is also referred to as a Dedicated Exchange Forest configuration.

Only EMC SourceOne Offline Access should be installed in the forests not containing the Exchange server. All EMC SourceOne components must be installed in the same Active Directory forest as the Exchange server. Refer to the EMC SourceOne Email Management Installation Guide for information on installing these components. Configuring Exchange PST processing across Active Directory forests on page 37 describes the additional tasks you need to perform if you are processing PST files across multiple forests.

Multiple Forests (Exchange Cross-Forest) Multiple Active Directory forests are used. Each forest contains an Exchange server and the user accounts for users of that Exchange server. This configuration has several disadvantages and requires extensive synchronization of active directory objects across forests and requires replication of other data.

Not supported by EMC SourceOne. Only the Exchange Resource Forest configuration is supported for multiple Active Directory forests.

Verify and configure environment for EMC SourceOne 37

Planning and Initializing Content Processing

For additional information on Exchange and Active Directory configurations, see the following resources:

Active Directory Forest Topologies

http://technet.microsoft.com/en-us/library/bb124765(E XCHG.80).aspx

Microsoft Exchange Server 2007, Connecting Forest Topologies. This document is available online at:

http://technet.microsoft.com/en-us/library/bb124734(E XCHG.80).aspx

Planning Your Active Directory and Administrative Model section of the document Planning a Microsoft Exchange Server 2003 Messaging System. This document is available online at:

http://www.microsoft.com/technet/prodtechnol/exchange /guides/PlanE2k3MsgSys/0c968830-aaba-4938-9115-85d2a0 9736e4.mspx

Planning to Deploy Exchange in a Multiple Forest Environment. This document is for Exchange 2003 servers and is available online at:

http://technet.microsoft.com/en-us/library/bb124677(E XCHG.65).aspx

Configuring Exchange PST processing across Active Directory forests The procedure for processing PST files differs depending on whether you are processing within a single Active Directory forest or across multiple forests.

To process Microsoft Exchange PST files within a single Active Directory forest, use EMC SourceOne as described in Chapter 17, PST and NSF Processing Activities.

To process PST files that are spread across multiple forests, you need to perform additional tasks prior to performing the tasks in Chapter 17, PST and NSF Processing Activities, as described in the following sections:

Selecting an option for multiple forest PST processing on page 38

Option 1: move PST files to a share in the resource forest on page 38

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Option 2: configure worker to run under the identity of a user in the user forest on page 39

Configuring SourceOne Search to work across forests on page 41

Selecting an option for multiple forest PST processing In an Exchange resource forest configuration, user accounts and user computers exist in one or more forests, referred to as user forests, and the Exchange server and EMC SourceOne exist in the resource forest.

This means that the EMC SourceOne worker server needs to be able to access not only EMC SourceOne components in the resource forest, but also PST files and mail accounts on computers in a user forest.

There are two options for accessing PST files to perform PST operations in an Exchange resource forest configuration:

Move the PST files to be processed from the user forest to a network share in the resource forest as described in Option 1: move PST files to a share in the resource forest on page 38.

Configure a worker server specifically to process PST files in the user forest as a user in the user forest as described in Option 2: configure worker to run under the identity of a user in the user forest on page 39.

Option 1: move PST files to a share in the resource forest If the PST files to be processed are in a known location, move these files to a network share within the resource forest. Refer to the EMC SourceOne Email Management Installation Guide for information on how to configure the permissions for accessing PST files on such a share using EMC SourceOne.

Moving the files into the resource forest allows the worker server to access these files without performing any additional configuration of EMC SourceOne.

If the PST files are not in a known location, or you cannot move them into the resource forest for other reasons, then you must use the option described in Option 2: configure worker to run under the identity of a user in the user forest on page 39.

Verify and configure environment for EMC SourceOne 39

Planning and Initializing Content Processing

Option 2: configure worker to run under the identity of a user in the user forest Use this option to process PST files in a resource forest configuration if the location of the PST files is unknown or the PST files cannot be moved from the user forest to the resource forest.

Using this option, the worker server is configured to work solely with PST files and runs as a user in the user forest so that it can access the PST files in the user forest. Other non-PST activities cannot be run by this worker server after it has been configured to process files in a user forest.

To configure the worker server perform the tasks described in the following sections:

Before installing the worker server to process PST files on page 39

Installing the worker server on page 40

Configuring the worker server on page 41

Before installing the worker server to process PST files Prior to installing the worker server for remote user forest PST processing, perform the following tasks:

1. In Active Directory, select or create a service account that is a user in the user forest. Be sure this user account has adequate access permissions to enumerate the computers or shares containing the PST files in the user forest.

2. In Active Directory, create a security group and add the user you created in Step 1 to that group.

3. Assign the appropriate SQL permissions to the user account you created in Step 1. These permissions are described in the EMC SourceOne Email Management Installation Guide.

4. Add the user account you selected or created in Step 1 from the user forest to the local administrators group on the worker server computer.

5. Log in to the worker as the user from the user forest as described in Step 1.

6. Create the EMCSourceOne Outlook profile as described in the EMC SourceOne Email Management Installation Guide.

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The EMCSourceOne Outlook profile must be configured to use an account that has adequate permissions to open PST files and enumerate the GAL (Global Address List). Additionally, you should verify that the profile can open the owner mailboxes it needs to access. Refer to the EMC SourceOne Email Management Installation Guide for more information on the permissions needed by the EMCSourceOne Outlook profile.

7. Install the worker server as described in Installing the worker server on page 40.

Installing the worker server Install the worker server to process PST files in the user forest as follows:

1. Verify that all the tasks described in Before installing the worker server to process PST files on page 39 have been completed.

2. Install the EMC Source One worker on a computer in the Exchange Resource forest as described in the EMC SourceOne Email Management Installation Guide.

a. When prompted by the install to configure the service account, specify the user from the user forest that you selected or created in Before installing the worker server to process PST files on page 39.

b. When prompted by the install, specify the security group in which you placed that user account. This is the security group you selected or created in Before installing the worker server to process PST files on page 39.

3. After you have completed the installation and rebooted the server, confirm in the event log (or in the service control manager) that the dispatcher service started successfully. If the dispatcher service does not start, review the previous steps to make sure no errors were made.

4. Configure the PST file processing worker server as described in Configuring the worker server on page 41.

Verify and configure environment for EMC SourceOne 41

Planning and Initializing Content Processing

Configuring the worker server Once the worker server is installed, you need to configure it using the EMC SourceOne console as follows:

1. Verify that the worker server was installed as described in Installing the worker server on page 40.

2. Select the types of activities that the worker server is permitted to perform. These activities should only include one or more of the following PST activities:

Archive Personal Mail Files

Find Microsoft Office Outlook .PST

Migrate Microsoft Office Outlook .PST

Refer to Chapter 7, Configuring Worker Servers, for information on how to select the activity types a worker server will support.

3. If the Migrate Microsoft Office Outlook .PST activity is to be used, verify that the user account has permissions that allow it to open the target mailboxes used to migrate the shortcut messages.

Configuring SourceOne Search to work across forests This configuration is only necessary if you want to permit users to run use the EMC SourceOne Search application from within the resource forest and search, retrieve, and shortcut messages in the user forest.

To allow users to use EMC SourceOne Search to search, retrieve, and shortcut messages in the user forest from within the Exchange resource forest, the EMC SourceOne Search user must log in as a remote user from the user forest. A remote user prefixes their username with the remote domain from the user forest, for example, MyRemoteDomain\MyUsername.

To enable the ability to specify a remote domain when logging in to EMC SourceOne Search, do the following:

1. On each worker server in the resource forest on which the Web services software is installed, select Administrative Tools > Computer Management from the Start menu. The Computer Management application displays.

2. Expand the Services and Applications node in the navigation pane on the left side to display the Internet Information Services node.

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3. Expand the Internet Information Services node to display the Web Sites node.

4. Expand the Web Sites node to display the Default Web Site node.

5. Expand the Default Web Site node to display the SearchWS node.

6. Select the SearchWS node and select Properties from the Action menu. The SearchWS Properties page displays.

7. Select the ASP.NET tab. On this tab, click Edit Configuration. The ASP.NET Configuration Settings page displays.

8. In the Application settings area, select the ExSearchConfig.UseResourceForest key and click Edit. An unnamed dialog displays.

9. Change the displayed value from false to true and click OK. The unnamed dialog closes.

10. Click Apply on the ASP.NET Configuration Settings page to apply the change to the system.

11. Click OK to close the ASP.NET Configuration Settings page.

12. Click OK to close the Search WS Properties page.

13. Select Exit from the File menu on the Computer Management application to close that application.

Reviewing network ports used A variety of network ports are used by EMC SourceOne and by other components of your content archiving environment. This section lists the ports used by EMC SourceOne and the ports typically used by other common components in your environment.

Check these lists of ports to make sure there are no conflicts with other software on your system. If there is conflict, contact your network administrator to determine which ports to change.

Verify and configure environment for EMC SourceOne 43

Planning and Initializing Content Processing

For a more complete list of port number assignments used for various purposes, see the following documents:

The Internet Assigned Numbers Authority list at:

http://www.iana.org/assignments/port-numbers

The Microsoft document Service overview and network port requirements for the Windows Server system at:

http://support.microsoft.com/default.aspx?scid=kb;en- us;832017

Table 4 on page 43 lists the network ports used by or with EMC SourceOne.

Table 4 EMC SourceOne network ports

Port number

Protocol/ used by Port usage

80 HTTP Used by: EMC SourceOne Web services. Web browsers to connect to Web sites. Outlook Web Access client applications to connect to a front end

Exchange server. Domino Web Access client applications to connect to a Domino

server. Port 8080 is an accepted alternate for port 80 for most uses.

389 LDAP Used by EMC SourceOne to support LDAP queries. Also used by LDAP client applications to access an LDAP server.

443 HTTPS Used by: EMC SourceOne Web services. Web browsers connecting securely to Websites. Secure Outlook Web Access client applications to connect to a

front end Exchange server. Domino Web Access client applications to securely connect to a

Domino server. EMC SourceOne console to access the CTA console.

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Table 5 on page 44 lists other common network ports used by messaging components.

636 Secure LDAP Used by EMC SourceOne to support LDAP queries. Also used by secure LDAP client applications to access a directory service.

8080 HTTP An alternate HTTP port for port 80. Refer to the description of port 80 for usage information.

1024 - 65535 EMC SourceOne (DCOM)

EMC SourceOne makes use of DCOM. DCOM communicates using port numbers chosen at random in the range of 1024 to 65535.

Table 4 EMC SourceOne network ports (continued)

Port number

Protocol/ used by Port usage

Table 5 Other common network ports

Port number

Protocol/ used by Port usage

25 SMTP Used by POP3 or IMAP client applications to send SMTP messages.

110 POP3 Used by POP3 client applications to download messages from mail servers.

119 NNTP Used by NNTP client applications to access news group servers.

143 IMAP4 Used by: IMAP client applications to access IMAP servers. IMAP client applications to access Microsoft Exchange public

folders and personal folders in the default public folder tree.

465 Secure SMTP Used by POP3 or IMAP4 client applications to securely send outgoing messages to a secure SMTP server.

563 Secure NNTP Used by secure NNTP client applications to access news group servers.

993 Secure IMAP4 Used by: Secure IMAP4 client applications to access IMAP servers. Secure IMAP client applications to access their Microsoft

Exchange personal folders and public folders in the default public folder tree.

995 Secure POP3 Used by secure POP3 client applications to download messages from their mail servers.

Initialize the archive 45

Planning and Initializing Content Processing

Verify that all computers are synchronized Ensure that the system time for all Windows computers in the EMC SourceOne system (master, worker, archive server, database server, SharePoint servers, and so on) are synchronized. Typically, this is done using the Windows Time Service. This service continually synchronizes the system time of all computers with an authoritative computer (typically the domain controller).

Initialize the archive Once you install EMC SourceOne, you need to connect one or more archives to EMC SourceOne. These archives may already be configured, or may need to be configured.

Chapter 4, Connecting Archives, describes how to connect archives to EMC SourceOne.

Chapter 5, Configuring Archives, describes how to configure the archives you have connected and create archive folders within the archive.

1352 TCP/IP Used by IBM Lotus Domino clients to access the Domino server.

3268 LDAP Used by Microsoft Exchange servers to query the Microsoft Global Catalog Server.

8080 HTTP An alternate HTTP port used by: Web browsers to connect to Web sites. Outlook Web Access client applications to connect to a front end

Exchange server. Port 80 is the primary port for HTTP.

Table 5 Other common network ports (continued)

Port number

Protocol/ used by Port usage

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Associate mapped folders with the archive After connecting and configuring the archive, you need to associate mapped folders with archive folders in the archive to use it. Mapped folders allow you to handle content in the same way, regardless of what type of archive is used.

Chapter 6, Configuring Mapped Folders, describes how to associate mapped folders with folders in the archive.

Review supported mail environments Review, and if necessary modify, the list of supported mail systems in the Global Settings dialog of the EMC SourceOne console to ensure that they match your environment.

This list controls which mail system processing activities are displayed in the EMC SourceOne console. For more information on modifying settings on the Global Settings dialog, refer to Editing global settings for applications and Web services on page 231.

Create policies and activities After you have performed the previous initialization tasks, you can create policies and activities to cause content to be processed. Policies must be created to contain activities before the activities can be created.

Refer to Chapter 9, Managing Organizational Policies, for information on how to create a policy.

Refer to Chapter 16, Configuring Email Management Activities, for information on how to create email management activities. When you create an email activity, you also select rules that are used to select the messages to be processed by the activity. Refer to Chapter 23, Using Email Management Rules, for information on how to create rules within activities.

Refer to the EMC SourceOne for Microsoft SharePoint Administration Guide for information on how to create SharePoint content processing activities.

Refer to the EMC SourceOne for File Systems Administration Guide for information on how to create file content processing activities.

Using the EMC SourceOne Console 47

3

Describes how to use the EMC SourceOne console to manage the EMC SourceOne system and is organized as follows:

Introduction ........................................................................................ 48 Starting the EMC SourceOne console ............................................. 49 Overview of the EMC SourceOne console ..................................... 50 Working with an MMC snap-in ....................................................... 51 Overview of nodes............................................................................. 54 Checklist: sequence of tasks for a new installation ....................... 57

Using the EMC SourceOne Console

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Introduction Use the EMC SourceOne console to configure and manage:

Archives - Connect archives to EMC SourceOne, in preparation for associating mapped folders with archive folders.

Native Archive folders - Create archive folders in the Native Archive, view the list of archive folders, and view archive folder properties.

Mapped folders - Create mapped folders and associate them with archive folders in archives, view the list of mapped folders, and view mapped folder properties.

Application and Web server settings - Specify email environments, specify a URL for shortcut resolution (Exchange), and set search defaults.

Policies - Create organization policies to group related activities, view the list of policies, view the activities in a policy, edit policies, delete policies.

Activities

Configure email management activities to:

Journal and archive email in real-time for Microsoft Exchange, IBM Lotus Domino, and internet (SMTP) mail. This journaling and archiving is not done as soon as email is received by the mail server, but at regular intervals when the mail server is checked for new messages.

Archive email from selected mailboxes, PST files, and NSF files, based on a schedule.

Search for PST files across a network. Shortcut messages. Update shortcuts.

Configure SharePoint activities to archive SharePoint content.

Rules - Create rules to filter email messages, view the list of rule criteria used, edit rules, and delete rules.

Jobs - View and filter the list of jobs, and control the status of jobs.

Worker servers - View a list of workers, specify the types of jobs each worker can run, specify the polling time, and control the status of workers.

Starting the EMC SourceOne console 49

Using the EMC SourceOne Console

Starting the EMC SourceOne console To start the EMC SourceOne console:

1. Do one of the following steps:

On the desktop, double-click the EMC SourceOne Console icon.

On the Start menu, click the icon EMC SourceOne Console.

Select Start > All Programs > EMC SourceOne Console > EMC SourceOne Console.

2. In a Domino and Notes environment, the first time you start the EMC SourceOne console, the Enter Password dialog box opens. Enter the Notes password, then click OK.

Figure 3 Enter Password

On subsequent uses of the console, the login will happen automatically as long as the password is correct and has not changed.

If you are using the EMC SourceOne console on a 64-bit operating system, refer also to Loading the EMC SourceOne console as an MMC snap-in on a 64-bit system on page 49.

Loading the EMC SourceOne console as an MMC snap-in on a 64-bit system The EMC SourceOne console does not appear in the default 64-bit MMC snap-in list on 64-bit systems because the EMC SourceOne console is a 32-bit application.

To load the EMC SourceOne console snap-in from within the MMC snap-in listing, start the console by typing MMC -32 at the command line or Start > Run dialog box. You can then add the EMC SourceOne console snap-in.

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Overview of the EMC SourceOne console The EMC SourceOne console has three main areas:

Tree (left pane) - Displays expanded nodes.

Results pane (center top) - Displays items when you select a node.

When you select an item in the results pane, the bottom half of that pane may display details or additional items.

Actions pane (right) - Displays the actions you can perform on a selected node in the tree pane, or a selected item in the results pane. The Actions pane may display actions for the tree pane and the results pane at the same time. You can hide the Actions pane, and use the Action menu or right-click menus instead.

Refer to the following topics:

Working with an MMC snap-in on page 51

Overview of nodes on page 54

Working with an MMC snap-in 51

Using the EMC SourceOne Console

Working with an MMC snap-in The EMC SourceOne console is a Microsoft Management Console (MMC 3.0) snap-in. You can perform the following actions in the EMC SourceOne console in the same way you would in other MMC snap-ins:

Viewing, expanding, or collapsing nodes on page 51

Selecting actions on page 52

Sorting columns on page 53

Refreshing the view on page 54

The following actions are performed differently in the EMC SourceOne console than in the MMC 3.0 console:

Adding or removing columns on page 53

Rearranging columns on page 53

Note: You cannot add other snap-ins to the EMC SourceOne console.

Viewing, expanding, or collapsing nodes You can view, expand, or collapse the nodes shown in the tree pane, as described in:

Expanding nodes on page 51

Viewing nodes on page 52

Collapsing nodes on page 52

The nodes and subnodes are described in Overview of nodes on page 54.

Expanding nodes To expand the EMC SourceOne node in the tree pane, click on the + sign next to the node. The subnodes are listed in the tree pane, below the EMC SourceOne node.

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Figure 4 Expanded nodes in the EMC SourceOne console

Refer to Overview of nodes on page 54 for a description of these nodes.

Viewing nodes When you click on a node in the tree pane, the results pane list displays either subnodes or contents of the node.

The columns shown vary according to the type of item. To sort, add, remove, or rearrange columns, refer to:

Sorting columns on page 53

Adding or removing columns on page 53

Rearranging columns on page 53

Collapsing nodes To collapse a node, in the tree pane, click on the minus sign (-) next to the node.

Selecting actions In this guide, whenever you see Select Action > action in a procedure, you can use any of the following methods:

Select Action menu > action.

Select the action from the appropriate area in the Actions pane.

Right-click the node or the item to which you want to apply the action, then select the action from the shortcut menu.

Working with an MMC snap-in 53

Using the EMC SourceOne Console

Sorting columns In an MMC snap-in, you can sort rows of data according to a specific column.

Clicking a column header toggles between ascending and descending order, indicated by the small triangle.

Adding or removing columns To add or remove columns in the results pane:

1. Select Action > View > Add/Remove Columns.

2. To add columns, in the Choose Columns dialog box, select the check box for each column you want to add. The available columns depend on the node you are currently viewing.

Figure 5 Choose columns - jobs

The results pane updates immediately.

3. To remove columns, in the Choose Columns dialog box, clear the checkbox for each column you want to remove.

The results pane updates immediately.

Rearranging columns Drag the column header left or right to a new location. Red arrows indicate where to drop the column header.

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Refreshing the view To refresh the list in the results pane, do one of the following steps:

Press F5.

In the Actions pane, click the Refresh icon.

Overview of nodes Table 6 on page 55 describes the nodes in the order in which they appear in the console.

Figure 6 Nodes in the EMC SourceOne console

Note: For a list of the nodes in the order in which you use them for a new installation, refer to Checklist: sequence of tasks for a new installation on page 57.

Overview of nodes 55

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Table 6 Nodes in the EMC SourceOne console

Node Subnodes Description Refer to

Organizational Policies Use to create and manage policies and activities.

Chapter 9, Managing Organizational Policies

Chapter 16, Configuring Email Management Activities

Servers Use to configure roles (job types) for worker servers and to tune access to mail servers.

Chapter 7, Configuring Worker Servers

Mapped Folders Use to create EMC SourceOne mapped folders and associate them with archive folders.

Chapter 6, Configuring Mapped Folders

Operations Job Management Use to monitor jobs. Chapter 10, Managing Jobs

NSF Groups Use to create groups of NSF files for NSF archiving.

Chapter 17, PST and NSF Processing Activities

PST Groups Use to create groups of: Computers for PST discovery PST files for PST archiving

Chapter 17, PST and NSF Processing Activities

SMTP Journaling Groups

Use to create groups of folders for Office 365 email processing.

Chapter 20, Using the Journal Activity for Office 365 Content

Application Configuration Use to specify settings for applications and Web services, including search defaults and the URL used for shortcut resolution.

Chapter 8, Configuring Applications and Web Services

Archive Connections Use to connect archives (Native Archive and EmailXtender 4.x archive) to EMC SourceOne.

Chapter 4, Connecting Archives

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Native Archive Archive Folders Use to create folders in Native Archive for archiving.

Chapter 5, Configuring Archives

Server Configuration: Archive Index Search Retrieval

Use to: Assign roles to Native Archive

servers Configure Native Archive servers

Chapter 5, Configuring Archives

Cloud Tiering Appliance (CTA)

CTA consoles Use to manage the CTA consoles launched within EMC SourceOne. Only visible if enabled.

Chapter 15, Configuring CTA Integration

Table 6 Nodes in the EMC SourceOne console (continued)

Node Subnodes Description Refer to

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Checklist: sequence of tasks for a new installation The order in which you use the nodes for a new installation is different than the order in which they appear in the console.

Table 7 on page 57 describes the nodes in the order in which you use them for a new installation.

Table 7 Sequence of administrator tasks for new installation

Node Subnodes Description Refer to

Archive Connections Use to connect archives (Native Archive and EmailXtender 4.x archive) to EMC SourceOne.

Chapter 4, Connecting Archives

Native Archive Server Configuration: Archive Index Search Retrieval

Use this node to: Assign roles to Native

Archive servers. Configure Native Archive

servers.

Chapter 5, Configuring Archives

Archive Folders Use to create folders in Native Archive for archiving.

Chapter 5, Configuring Archives

Mapped Folders Use to create EMC SourceOne mapped folders and associate them with archive folders.

Chapter 6, Configuring Mapped Folders

Servers Use to configure roles (job types) for worker servers.

Chapter 7, Configuring Worker Servers

Application Configuration Use to specify settings for applications and Web services, including search defaults and the URL used for shortcut resolution.

Chapter 8, Configuring Applications and Web Services

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Operations PST Groups Use to create groups of: Machines for PST

discovery PST files for PST archiving

Chapter 17, PST and NSF Processing Activities

NSF Groups Use to create groups of NSF files for NSF archiving.

Chapter 17, PST and NSF Processing Activities

Organizational Policies Use to create and manage policies and activities.

Chapter 9, Managing Organizational Policies

Chapter 16, Configuring Email Management Activities

Operations Job Management Use to monitor jobs. Chapter 10, Managing Jobs

Table 7 Sequence of administrator tasks for new installation (continued)

Node Subnodes Description Refer to

Connecting Archives 59

4

Describes how to connect an archive for use with EMC SourceOne and is organized as follows:

Introduction ........................................................................................ 60 Prerequisites........................................................................................ 60 Viewing list of archives ..................................................................... 61 Adding an archive connection ......................................................... 62 Modifying archive connection properties ...................................... 70 Deleting an archive connection........................................................ 70

Connecting Archives

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Introduction After you have installed the EMC SourceOne system and archiving software you are planning to use with EMC SourceOne, you need to use the EMC SourceOne console to connect the EMC SourceOne system to the one or more archives as described in this section:

Prerequisites on page 60 describes what tasks need to be performed before connecting an archive.

Viewing list of archives on page 61 describes how to view the currently defined archives.

Adding an archive connection on page 62 describes how to add an archive connection.

Modifying archive connection properties on page 70 describes how to modify an existing archive connection.

Deleting an archive connection on page 70 describes how to delete an archive connection.

Prerequisites Before connecting archives, those archives must exist and contain one or more folders.

Archive folders are created differently for each type of archive:

Create EmailXtender 4.8 SP1 archive folders as described in the EMC EmailXtender 4.8 SP1 Administrators Guide.

Create EMC SourceOne archive folders as described in Chapter 5, Configuring Archives.

Once you have connected the one or more archives, you then need to configure those archives as described in Chapter 5, Configuring Archives, if they are not already configured.

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Viewing list of archives To view a list of archives in the EMC SourceOne console, select the Archive Connections node. The Archive Connections area displays.

The Archive Connections area lists the name and type of the archive connections that have been added, if any.

The available types of archives are listed in Table 8 on page 61.

EMC SourceOne does not automatically detect archives and add them to the connection list. Only those archives that are explicitly added are listed. For information on how to add an archive connection, refer to Adding an archive connection on page 62.

Table 8 Type of archives that can be connected to EMC SourceOne

Displayed archive type Description

Native Archive An EMC SourceOne Native Archive.

EmailXtender 4.x An EMC EmailXtender 4.8 SP1 archive.

In Place Migrated Native Archive

An EMC SourceOne Native Archive to be used when performing In place migration. Refer to the EMC SourceOne In Place Migration Administration Guide for more information on in place migration.

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Adding an archive connection To add an archive connection:

1. In the EMC SourceOne console, select the Archive Connections node.

2. Select Action > New Archive Connection.

3. On the General page of the New Archive Connection wizard, specify the name and type of the new archive connection.

Figure 7 New Archive Connection wizard - General page

a. In the Name field, type a unique name for the archive connection, as you want it to appear in the Archive Connections list.

b. (Optional) In the Description field, type a description for the new archive connection.

c. In the Type field, select the type of the archive (EmailXtender 4.x, In Place Migrated Native Archive, or Native Archive).

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d. Click Next.

The next page displayed by the New Archive Connection wizard depends on the type of archive you selected.

4. Continue to one of the following topics, depending on the type of archive you selected previously:

If you are adding a connection to an EmailXtender archive, refer to Adding an EmailXtender 4.x archive on page 63.

If you are adding a connection to either a Native Archive or an In Place Migrated Native Archive, refer to Adding a Native Archive or In Place Migrated Native Archive on page 68.

Adding an EmailXtender 4.x archive To configure an EmailXtender 4.x archive, perform the tasks described in the following sections:

EmailXtender 4.x Server Configuration page on page 63

Adding or modifying EmailXtender server configuration information on page 65

EmailXtender 4.x Folder Configuration page on page 66

EmailXtender 4.x Server Configuration page On the EmailXtender 4.x Server Configuration page of the New Archive Connection wizard, specify an EmailXtender 4.x server and provide the user name of the EmailXtender 4.x service account.

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Figure 8 New Archive Connection wizard - EmailXtender 4.x Server Configuration page

1. In the Server field, enter or select the name of the EmailXtender 4.x server. EmailXtender 4.x servers are automatically detected and added to this drop down list. If the EmailXtender server you want to use is not listed, you can add it manually using the Add button.

2. If needed, perform one or more of the following tasks on the servers in the list:

To add a server to the list, click Add. The Server Configuration dialog is displayed. Refer to Adding or modifying EmailXtender server configuration information on page 65 for information on how to use this dialog to add or edit server configuration information.

To edit a server in the list, select the server from the list and click Edit. The Server Configuration dialog is displayed. Refer to Adding or modifying EmailXtender server configuration information on page 65 for information on how to use this dialog to add or edit server configuration information.

To remove a server from the list, select the server from the list and click Remove.

Adding an archive connection 65

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3. Click Next.

4. Continue by configuring folders as described in EmailXtender 4.x Folder Configuration page on page 66.

Adding or modifying EmailXtender server configuration information You use the Server Configuration dialog to add or modify EmailXtender server configurations for use with EMC SourceOne.

Figure 9 EmailXtender 4.x Server Configuration dialog

In the Server Configuration dialog box provide the following information:

1. In the 4.x Administrator Name field, enter or modify the name of the EmailXtender service account.

2. Select the database to use by doing either of the following:

Select the Database Server and Name option and click the Browse button to select the value for the Database Server field. Once the database server is selected, enter the name of the database in the Database Name field.

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When specifying the database server for an archive connection, you can specify either the database server name (such as MyDBServer) if you are using the default database instance, or a specific database instance with the database server name (such as MyDBServer\SourceOne).

Select the Datasource Name option and then enter the data source name in the DSN field.

3. Click OK to complete adding or modifying the server configuration; click Cancel to not add or modify the server configuration. After either button is clicked, the Server Configuration dialog box closes.

4. If you added a new server, the name of the server is listed on the EmailXtender 4.x Server Configuration page.

5. Continue as described in step 3 in EmailXtender 4.x Server Configuration page on page 63.

EmailXtender 4.x Folder Configuration page The EmailXtender 4.x Folder Configuration page of the New Archive Connection wizard lists all the archive folders for the EmailXtender 4.x server that you specified on the EmailXtender 4.x Server Configuration page.

Specify the EmailXtender 4.x archive folders that will be available for mapping to EMC SourceOne mapped folders, using one of the following options:

Show all server folders (default) - Makes all EmailXtender 4.x archive folders available for mapping to mapped folders.

Aggregate selections in single virtual folder - Allows you to select specific EmailXtender 4.x archive folders and group them into a virtual archive folder. The virtual archive folder will be available for mapping to mapped folders.

1. Do one of the following steps:

To make all EmailXtender 4.x archive folders available for mapping in EMC SourceOne, select Show all server folders.

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Figure 10 Show all server folders - EmailXtender 4.x Folder Configuration page

To specify certain EmailXtender 4.x archive folders, and group them into a virtual archive folder:

a. Select Aggregate selections in single virtual folder.

b. In the Folder name field, type a unique name for the new virtual archive folder.

c. In the list of EmailXtender 4.x archive folders, select the folders you want to add to the virtual archive folder.

Figure 11 Aggregate selections - EmailXtender 4.x Folder Configuration page

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2. Click Finish.

The new EmailXtender 4.x archive connection appears in the Archive Connections list.

Adding a Native Archive or In Place Migrated Native Archive You use the Native Archive Configuration page of the New Archive Connection wizard when adding either a Native Archive or an In Place Migrated Native Archive. Refer to the EMC SourceOne In Place Migration Administration Guide for more information on in place migration of EMC EmailXtender content.

To add the archive, you specify the SQL server and the name of the EMC SourceOne archive database, as follows:

Figure 12 New Archive Connection wizard - Native Archive Configuration page

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1. Click Browse, then locate and select the SQL server containing the Native Archive databases to be used.

The Database Server field displays the selected database server.

When specifying the database server for an archive connection, you can specify either the database server name (such as MyDBServer) if you are using the default database instance, or a specific database instance with the database server name (such as MyDBServer\SourceOne).

2. In the Database Name field, type the name of the instance of the EMC SourceOne archive database to be used (for example, EMCSourceOneArchive).

3. Click Finish.

The new archive connection now appears in the Archive Connections list.

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Modifying archive connection properties To modify the properties for an archive connection:

1. In the EMC SourceOne console, select the Archive Connections node.

2. In the Archive Connections area, select the connection you want to modify.

3. Select Action > Properties.

4. In the Edit Archive Connection wizard, edit the appropriate fields, as described in Adding an archive connection on page 62.

Note: You cannot edit the Name or Type fields.

Deleting an archive connection To delete a connection from the Archive Connections list:

1. In the EMC SourceOne console, select the Archive Connections node.

2. In the Archive Connections area, select the connection you want to delete.

3. Select Action > Delete.

Note: The archive is deleted from the Archive Connections list, but not from the EMC SourceOne database.

Configuring Archives 71

5

Describes how to configure an archive for use with EMC SourceOne and is organized as follows:

Overview of configuring an archive ............................................... 72 Configuring viewing of EmailXtender 4.8 SP1 messages ............ 73 Configuring the Native Archive ...................................................... 74 Configuring Native Archive server roles ....................................... 75 Configuring Native Archive folders and storage.......................... 86 Configuring Native Archive folder DiskXtender options ......... 124 Managing Native Archive folders ................................................. 130 Searching an archive........................................................................ 141 Moving an archive ........................................................................... 142 Retaining and disposing of archived data.................................... 145 Partitioning a Native Archive database........................................ 151 Adding Native Archive supplemental language support ......... 164

Configuring Archives

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Overview of configuring an archive When you installed EMC SourceOne, you also installed one or more archives that EMC SourceOne would use to store and access content. After connecting the archive (as described in Chapter 4, Connecting Archives), you need to configure it before it can be used.

How you configure an archive depends on which type of archive you select:

To configure an EMC SourceOne Native Archive, refer to Configuring the Native Archive on page 74.

To configure an EmailXtender 4.8 SP1 server archive, refer to Configuring viewing of EmailXtender 4.8 SP1 messages on page 73.

Note that you can only access previously archived messages in an EmailXtender 4.8 SP1 archive, you cannot archive additional content into an EmailXtender 4.8 SP1 archive using EMC SourceOne.

Once an archive is configured, you may need to perform other tasks relating to it, such as the following:

To understand how an archive is searched using EMC SourceOne Search, refer to Searching an archive on page 141.

To change the physical location of an archive, perform the tasks described in Moving an archive on page 142.

To set up the retention and disposal of data in the archive, perform the tasks described in Retaining and disposing of archived data on page 145.

To improve performance by partitioning large tables in the database used by the Native Archive, perform the tasks described in Partitioning a Native Archive database on page 151.

To add additional language support, perform the tasks described in Adding Native Archive supplemental language support on page 164.

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Configuring viewing of EmailXtender 4.8 SP1 messages To configure EMC SourceOne to view EmailXtender 4.8 SP1 server archives, do the following:

1. Connect the EmailXtender 4.8 SP1 server archive to the EMC SourceOne system using the EMC SourceOne console as described in Chapter 4, Connecting Archives.

2. Associate mapped folders to the folders in the EmailXtender 4.8 SP1 server archive as described in Chapter 6, Configuring Mapped Folders.

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Configuring the Native Archive To configure the Native Archive to contain the content processed by EMC SourceOne, do the following:

1. Install and configure the Native Archive as described in the EMC SourceOne Email Management Installation Guide. To use the EMC SourceOne Native Archive, you must add it as described in Chapter 4, Connecting Archives.

2. Configure the server roles within the Native Archive. Refer to Configuring Native Archive server roles on page 75 for more information.

3. Create archive folders within the Native Archive. Refer to Configuring Native Archive folders and storage on page 86 for more information.

4. To optionally configure DiskXtender options for the Native Archive, refer to Configuring Native Archive folder DiskXtender options on page 124.

5. To optionally configure archive retention and disposal for a Native Archive, refer to Retaining and disposing of archived data on page 145.

6. To optionally configure partitioning of the Native Archive database, refer to Partitioning a Native Archive database on page 151.

7. To optionally configure supplemental language support for the Native Archive, refer to Adding Native Archive supplemental language support on page 164.

8. Associate mapped folders to the folders in the Native Archive so that EMC SourceOne can use it. Refer to Chapter 6, Configuring Mapped Folders, for more information on creating and configuring mapped folders.

9. Review the status of the volumes and indexes you create within the archive folders. Refer to Managing Native Archive folders on page 130 for more information.

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Configuring Native Archive server roles A Native Archive can be installed on one computer, or across multiple computers, depending on your processing needs. Each computer that is part of the Native Archive is called a Native Archive server. Each Native Archive server has one or more processing roles assigned to it.

To configure the Native Archive server roles:

1. Review the list of Native Archive servers used by your Native Archive installation. To view the servers that are part of your Native Archive installation, refer to Viewing the one or more servers that make up the Native Archive on page 75.

2. On each Native Archive server, review the roles assigned to that server and verify that they are correct for your environment. If they are not correct, modify and correct the roles. For information on assigning roles, refer to Assigning roles to a server on page 78.

3. For each role assigned to a Native Archive server, configure that server role as described in the following topics.

Viewing the one or more servers that make up the Native Archive You can view the Native Archive servers installed as part of your Native Archive in either of the following ways:

To view all the Native Archive servers by server name, perform the tasks described in Viewing all Native Archive servers by name on page 76

To view the Native Archive servers by the roles on those servers, perform the tasks described in Viewing Native Archive servers by role on page 78

To configure server role ... Refer to the following:

Archive server Configuring the archive role on a Native Archive server on page 79

Index server Configuring the index role on a Native Archive server on page 81

Retrieval server Configuring the retrieval role of a Native Archive server on page 84

Search server Configuring the search role of a Native Archive server on page 85

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Viewing all Native Archive servers by name To view a list of all Native Archive servers by name:

1. On the Start menu, perform one of the following steps:

Click the EMC SourceOne Console icon.

Select All Programs > EMC SourceOne > EMC SourceOne Console.

2. Expand the Native Archive node.

3. Select the Server Configuration node.

The Server Configuration area lists all Native Archive servers and their roles.

Figure 13 Server configuration list of all Native Archive servers

Table 9 on page 77 lists the information provided in the Server Configuration area for each Native Archive server.

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Table 9 Information provided in the Server Configuration area

Column Contains

Identity The name of the Native Archive server.

Role The one or more roles assigned to the Native Archive server. Possible values are Archive, Index, Search, or Retrieval.

Version The EMC SourceOne software version running on that Native Archive server.

Native Archive Server State

The current state of the Native Archive server. Possible values are: Available - Indicates that the server is available to accept jobs. Suspending for backup - Indicates that the server is in the process of suspending processing. Typically this is to

allow server backups to occur. Suspended for backup - Indicates that the server has successfully suspended processing. Typically this is to

allow server backups to occur. Failed suspend request - Indicates that the server has failed to suspend processing. Failed resume request - Indicates that the server has failed to resume processing. Resuming for backup - Indicates that the server is in the process of resuming processing after being

suspended. When the server has completely resumed, the state will be displayed as Available. You suspend and resume the operation of Native Archive servers using the provided backup and suspend scripts. You cannot suspend and resume these servers using the EMC SourceOne console as you can the worker servers. Refer to Chapter 13, Maintaining EMC SourceOne, for information on the suspend and backup scripts.

Status The current status of the Native Archive server. A value is displayed in this field only when a server with the Indexing role does not have adequate space in the Index Work directory for indexing operations. When there is not enough space in the Index Work directory, a message like the following is displayed: Indexers running at 75% (3 of 4 index processes running) This indicates that the index server has restricted the number of processes performing indexing which downgrades the ability of the index server to process indexes The number of processes that can be run is determined by how much free space is available for those processes to use. When the Index Work directory size is adequately increased, the index server detects that the problem is solved, resumes running all index processes, and the Status column no longer displays the error message. Refer to Moving a Native Archive Index Work directory on page 418 for more information on the requirements for the Index Work directory.

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Viewing Native Archive servers by role To view a list of Native Archive servers by role, select one of the following server configuration nodes in the tree pane, depending on the type of servers you want to view:

Archive

Index

Search

Retrieval

The results pane lists only the Native Archive servers assigned to perform that role.

The title of the results pane changes to reflect the server role.

Assigning roles to a server To assign roles to a Native Archive server:

1. Display the list of Native Archive servers, as described in Viewing all Native Archive servers by name on page 76.

2. In the results pane, select the Native Archive server to which you want to assign roles.

3. Select Action > Properties.

4. On each tab of the Properties dialog box, specify the roles to assign to the server. By default, all roles are assigned.

To enable a specific role, select the Enable option for that role.

To disable a specific role, clear the Enable option for that role.

5. Configure each of the roles that are enabled as described in the appropriate section:

Configuring the archive role on a Native Archive server on page 79

Configuring the index role on a Native Archive server on page 81

Configuring the retrieval role of a Native Archive server on page 84

Configuring the search role of a Native Archive server on page 85

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6. Click OK to save your changes and to close the Properties dialog box for the Native Archive server.

Note: If you are changing the roles for an existing Native Archive server, those changes may not be effective until after the EMC SourceOne services have been stopped and restarted.

7. Review the changes you have made. As a result of the role assignment, the following occurs:

The Server Configuration area is updated to display the newly-assigned roles for the selected Native Archive server.

The Actions pane updates to display a Manage role-name Role action for each role assigned to the selected Native Archive server. For example, if the Native Archive server has the index role assigned to it, the Actions pane would display the Manage Index Role action.

The Native Archive server appears in the appropriate role-specific lists, as described in Viewing Native Archive servers by role on page 78.

Configuring the archive role on a Native Archive server To configure the archive role on a Native Archive server:

1. Display the list of servers, as described in Viewing all Native Archive servers by name on page 76.

2. In the results pane, select the server that you want to configure as an archive server.

3. Select Action > Properties.

4. On the Archive tab of the server Properties dialog box:

a. Select the Enabled option.

b. The Message Center Location field displays the default Uniform Naming Convention (UNC) path where this archive server will store content.

To change the location, click Browse. In the Browse For Folder dialog box, navigate to and select the new message center location. Click OK to close the dialog box. The Message Center Location field now displays the path you specified. This path must be no longer than 1024 characters.

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When specifying the path in the Message Center Location field, you can specify that path as a UNC path or a local path. Refer to Common: guidelines for specifying archive location paths on page 316 for guidelines on when to use each type of path.

c. In the Volume Idle Time field, specify how long, in hours, an open volume can be idle before the volume is automatically closed and the content is moved to the permanent archive location. The default value for the Volume Idle Time field is 48 (2 days).

You can change this field to a minimum value of 1 (1 hour) up to a maximum value of 744 (31 days).

Figure 14 Archive role properties of a Native Archive server

d. Click OK.

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Configuring the index role on a Native Archive server To configure the index role on a Native Archive server:

1. Review the following considerations before configuring the index role on a Native Archive server:

When enabling the index role on a Native Archive server, you need to have a Index Work directory on that server with at least 20 GB of free space.

Refer to Moving a Native Archive Index Work directory on page 418 for more information on the requirements of the Index Work directory.

If your organization is shortcutting content as well as indexing and searching that content, review Best practices for deploying shortcuts on page 343 as part of configuring an index role on a Native Archive server.

If your organization is using the User Delete capability, review the best practices for setting the values in the Component limit per index action area as described in Configuring index throttling for User Delete on page 771 in Chapter 24, Configuring User Delete.

Consider the indexing performance best practices as described in Common: optimizing Native Archive index performance on page 318 in Chapter 11, Common and Email-specific Best Practices.

2. Display the list of servers, as described in Viewing all Native Archive servers by name on page 76.

3. In the results pane, select the server that you want to configure as an index server.

4. Select Action > Properties. The Properties dialog displays.

5. On the Index tab of the server Properties dialog box, select the Enabled option and specify the archive servers that this index server will process.

To specify that all archive servers should be processed, select Select All.

To specify that only selected archive servers should be processed, select the individual archive servers from those listed. If the Select All option was previously selected, it will automatically be cleared.

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6. In the Index Run Threshold field on the Index tab, specify how long (in minutes) EMC SourceOne will wait before adding one or more messages to an index.

The default value is 10 minutes. You can change this value to a minimum value of 2 up to a maximum value of 100 minutes.

EMC SourceOne allows messages to collect before writing them to the index to maximize performance, since adding a single message to an index typically takes are much time as adding several hundred.

7. In the Component limit per index action area, specify the maximum number of processes to be used for each listed index action (Add, Delete, Repair, or Update) for this index server. The maximum number of processes to be used is entered as an integer from 0 to 4.

A value of 0 specifies that the index action will not occur. A warning message displays if you enter a value of 0 for one of these fields.

For example, a value of 0 in the Delete field indicates that this index server will not process any index delete requests. Similarly, a value of 4 in the Delete field and 0 in the Add, Repair, and Update fields, will indicate that this index server will only process index delete requests.

Changes to these field values are applied after the index service restarts or refreshes.

Table 10 Index action field

Index action field Description

Add The maximum number of processes allocated to performing index add operations. The default value is 4.

Delete The maximum number of processes allocated for deleting indexes. The default value is 2.

Repair The maximum number of processes allocated to performing index refresh and index rebuild operations. The default value is 2.

Update The maximum number of processes allocated to performing index update operations. The default value is 4.

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Figure 15 Index role properties of a Native Archive server

8. Click OK.

9. Verify that the server you just assigned the index role to is allowed to use the appropriate index storage location as follows:

a. Select the Properties action on the archive folder into which the content will be archived. The Archive Folder dialog displays. Note that archive folders are accessed using the Archive Folders node in the console.

b. Select the Indexing tab and verify that the server you have added the index role to is listed as having access to the index storage location. This information is displayed in the Index Storage Locations list on the Indexing tab. Modifying indexing properties of archive folders on page 118 describes how to use the Indexing tab of the Archive Folder dialog.

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Configuring the retrieval role of a Native Archive server To configure the retrieval role on a Native Archive server:

1. Display the list of servers, as described in Viewing all Native Archive servers by name on page 76.

2. In the results pane, select the server that you want to configure as a retrieval server.

3. Select Action > Properties.

4. On the Retrieval tab of the server Properties dialog box, select the Enabled option.

Figure 16 Retrieval role properties of a Native Archive server

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Configuring the search role of a Native Archive server To configure the search role on a Native Archive server:

1. Display the list of Native Archive servers, as described in Viewing all Native Archive servers by name on page 76.

2. In the results pane, select the server that you want to configure as a search server.

3. Select Action > Properties.

4. On the Search tab of the server Properties dialog box, select the Enabled option.

5. In the Memory Allocated to Search Results (MB) field, specify the amount of shared memory (in MB) that the search server can allocate for queuing search results.

The default value is 50 MB. You can set this value to a minimum of 10 up to a maximum of 500 MB.

Figure 17 Search role properties of a Native Archive server

6. Click OK.

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Configuring Native Archive folders and storage You define archive folders within a Native Archive to contain your content. You can define up to a maximum of 200 archive folders, although typically you will not require that many.

The following sections describe how configure various attributes of Native Archive folders including the storage locations associated with them.

Selecting the type of storage to use for the archive folder on page 86

Adding archive folders on page 90

Modifying archive folder properties on page 111

Deleting archive folders on page 120

Disposing of obsolete content in archive folders on page 123

Archive folder requirements for SharePoint EBS content on page 123

If you are using EMC DiskXtender for Windows with EMC SourceOne Email Management, refer also to Configuring Native Archive folder DiskXtender options on page 124

Selecting the type of storage to use for the archive folder When you create an archive folder, you select the type of storage for that folder. It is important to carefully consider what type of storage you will use since once the archive folder is created you cannot change the type of storage associated with it.

Refer to the following topics for more information on selecting storage types for your archive folders.

Available storage device options on page 87 lists the available types of storage you can use with an archive folder.

Comparing and selecting storage device options on page 88 provides summary guidance on which of these storage types to use.

Using multiple archive folders with different storage types on page 89 describes multiple archive folders with different storage types.

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Available storage device options Table 11 lists the types of storage that can be selected to store the information in archive folders:

Table 11 Storage devices that can be used

Storage Type option Storage device used

NAS Container Network-accessible storage, such as network shareable drives or network-attached storage devices (NAS devices).

DiskXtender Container

Storage accessed using EMC DiskXtender, such as EMC Centera devices, NAS devices, WORM devices and so on. Refer to the EMC DiskXtender Software Compatibility Guide for which devices are supported by DiskXtender. Refer to the EMC SourceOne Products Compatibility Guide for the versions of EMC DiskXtender that are supported with EMC SourceOne.

Centera Container EMC Centera storage devices directly accessed by EMC SourceOne without the use of EMC DiskXtender. Refer to the EMC SourceOne Products Compatibility Guide for which EMC Centera devices are supported.

Celerra Container EMC Celerra storage devices directly accessed by EMC SourceOne. Refer to the EMC SourceOne Products Compatibility Guide for which Celerra devices are supported.

Data Domain Storage System Container

EMC Data Domain storage devices directly accessed by EMC SourceOne using either NFS or CIFS file systems. Refer to the EMC SourceOne Products Compatibility Guide for which Data Domain devices are supported. Note that performance may vary depending on whether NFS or CIFS is used. Refer to your Data Domain documentation for which is preferred in your environment. Data Domain devices should only be used with EMC SourceOne as storage for archive folders. Refer to the EMC Data Domain and EMC SourceOne 6.6 SP1 Integration Guide (h8274) for more information.

NetApp Storage System Container

NetApp storage devices directly accessed by EMC SourceOne. Refer to the EMC SourceOne Products Compatibility Guide for which NetApp devices are supported.

Virtual Container Storage devices that are used with in-place indexing of content stored outside of the EMC SourceOne Native Archive, such as the EMC Cloud Tiering Appliance (CTA). Currently only the File Archive - Historical activity installed with EMC SourceOne for File Systems supports this type of storage. Refer to the EMC SourceOne for File Systems Administration Guide for more information.

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Comparing and selecting storage device options Determining the best storage type for an archive folder depends on your particular goals and computing environment. When selecting the storage type to use, you should be aware of the features you need in the storage device, such as whether it supports data retention, whether it supports deduplication, or whether it matches your computing environment in other ways.

Refer to Table 12 for introductory information on selecting your storage device. For detailed information on any of these storage devices, refer to the manufacturers documentation for that device.

Table 12 Choosing the type of storage to use for the archive folder

Storage Type option Select this storage type when...

Celerra Container You want to store your data on a supported EMC Celerra storage device. You require file-level retention enforced on the device. You require file-based deduplication. You do not use DiskXtender software. Refer to the EMC Celerra documentation for detailed information on the EMC Celerra storage devices.

Centera Container You want to store your archived data on a supported EMC Centera device without the use of DiskXtender software.

You do not need the added capabilities that DiskXtender provides for managing a Centera device. You require file-level retention enforced on the device. You require data-based deduplication. You do not use DiskXtender software. Refer to the EMC Centera documentation for detailed information on the EMC Centera storage devices.

Data Domain Storage System Container

You want to store your data on a supported EMC Data Domain storage system device. You require file-level retention enforced on the device. You require data-based deduplication. You do not use DiskXtender software. Refer to the EMC Data Domain storage system documentation for detailed information on EMC Data Domain storage systems. Data Domain devices should only be used with EMC SourceOne as storage for archive folders. Refer to the EMC Data Domain and EMC SourceOne 6.6 SP1 Integration Guide (h8274) for more information.

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Using multiple archive folders with different storage types You can store data using multiple storage types at the same time, including NAS devices, devices accessed using EMC DiskXtender, and storage devices directly supported by EMC SourceOne, such as EMC Centera, EMC Celerra, EMC Data Domain, and NetApp devices.

You can use both the direct access and DiskXtender methods to access the same storage device (such as an EMC Centera device) at the same time. This situation may occur if you have an existing DiskXtender installation that is used with the storage device and you want to also use direct access to the storage device for new archive folders that you create.

DiskXtender Container You want to use DiskXtender software to store your archived data on a storage device, such as a WORM, UDO, NAS or Centera device.

You want to use the added capabilities for managing a device that DiskXtender provides and that the direct support by EMC SourceOne for EMC Centera, EMC Celerra, EMC Data Domain, and NetApp devices does not.

Refer to the EMC DiskXtender for WIndows documentation for detailed information on EMC DiskXtender for Windows capabilities.

NAS Container You want to store your data on a NAS storage device or network share. You want to use a NAS device that is not directly supported. EMC Centera, EMC Celerra, EMC

Data Domain, and NetApp devices are directly supported. You do not require file-level retention enforced on the device. You do not require data-based or file-based deduplication. Note that data-based deduplication is

generally more effective at reducing the amount of space used than file-based deduplication. You do not use DiskXtender software. Refer to the manufacturers documentation for the NAS device for detailed information on the NAS storage device.

NetApp Storage System Container

You want to store your data on a NetApp storage system device. You require file-level retention enforced on the device. You do not use DiskXtender software. Refer to the NetApp storage system documentation for detailed information on NetApp storage systems.

Virtual Container You are using the File Archive - Historical activity with in-place indexing. Refer to the EMC SourceOne for File Systems Administration Guide for more information.

Table 12 Choosing the type of storage to use for the archive folder (continued)

Storage Type option Select this storage type when...

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When you use multiple storage types, each storage type must be associated with a different Native Archive folder. You cannot mix access methods with the same Native Archive folder.

Adding archive folders To add an archive folder to a Native Archive:

1. Select the Archive Folders node for the Native Archive.

The Archive Folders area lists any folders for the selected Native Archive node.

Figure 18 Archive folders in a Native Archive

2. Select Action > New Archive Folder. The New Archive Folder wizard displays. Supply values on the pages of this wizard as described in the following sections:

Using the General page of the New Archive Folder wizard on page 91

Using the Storage Options page of the New Archive Folder wizard on page 93

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Using the Large Content page of the New Archive Folder wizard on page 103

Using the Organization Options page of the New Archive Folder wizard on page 106

Using the Indexing page of the New Archive Folder wizard on page 107

Refer to Modifying archive folder properties on page 111 for how to modify the properties of an existing archive folder.

Using the General page of the New Archive Folder wizard Use the General page of the New Archive Folder wizard to specify general options for the archive folder. To modify existing general properties, refer to Modifying general properties of archive folders on page 112.

Figure 19 New Archive Folder wizard General page

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Specify the general options as follows:

1. In the Folder Name field, enter a name for the folder.

The following are the rules for creating a valid archive folder name:

The maximum number of characters for the folder name is 128.

Only ASCII characters should be used for the folder name, excluding periods. not multi-byte characters and not the period character. If a mapped folder and the archive folder to which it is associated both have multi-byte characters in their folder names, then an index folder cannot be created, and indexing will fail.

The folder name should additionally meet the rules for operating system file directory names on which the folder is created.

For example, for the Windows file system, refer to the section File and Directory Names in the MSDN document Naming Files, Paths, and Namespaces (Windows):

http://msdn.microsoft.com/en-us/library/windows/deskto p/aa365247%28v=vs.85%29.aspx

Naming rules may change with various operating system releases, so ensure you follow current practices as defined by the operating system provider.

2. In the Description field, enter a description for the folder. The maximum number of characters for the description is 1024.

3. Click Next. The Storage Options page of the New Archive Folder wizard displays and is described in Using the Storage Options page of the New Archive Folder wizard on page 93.

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Using the Storage Options page of the New Archive Folder wizard Use the Storage Options page to select the storage and retention options for a new archive folder. To modify existing storage properties, refer to Modifying storage option properties of an archive folder on page 112.

On the Storage Options page, in the Storage Type field, select one of the following as the type of storage to be used for the new archive folder:

Celerra Container

Centera Container

Data Domain Storage System Container

DiskXtender Container

NAS Container

NetApp Storage System Container

Virtual Container

Refer to Selecting the type of storage to use for the archive folder on page 86 for information on which storage type to select.

The other fields displayed on this page will vary depending on which storage type option you select. Follow the appropriate directions in the following sections to complete selecting the storage and retention options:

If you selected any of the following NAS devices, refer to Using NAS device containers for storage on page 94:

Celerra Container

Data Domain Storage System Container

NAS Container

NetApp Storage System Container

If you selected DiskXtender Container, refer to Using DiskXtender containers for storage on page 97

If you selected Centera Container, refer toUsing Centera containers for storage on page 100

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Using NAS device containers for storage The following storage types are all NAS devices that have the same options on the Storage Options page:

Celerra Container

Data Domain Storage System Container

NAS Container

NetApp Storage System Container

Figure 20 NAS Container devices variant of the New Archive Folder Storage Options page

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If the Celerra Container, Data Domain Storage System Container, NAS Container, or NetApp Storage System Container storage type is selected, the following fields must be defined:

1. In the Archive Location field, specify the path to the volumes for this folder.

To change the location, click Browse and select a new path to the volumes. The maximum number of characters for the Archive Location field is 1024.

When specifying the path in the Archive Location field, you can specify that path as a UNC path or a local path.

Refer to Chapter 11, Common and Email-specific Best Practices, and the section Common: guidelines for specifying archive location paths for guidelines on when to use each type of path.

2. In the Maximum Volume Size (MB) field, specify the maximum size (in MB) of individual volumes in this folder. The default value is 100 MB. You can change this value to be from 10 MB up to 10000 MB (10 GB). When a volume reaches the maximum volume, it is closed and a new volume is created.

If you set the Maximum Volume Size (MB) field to a value greater than 2048 (2 GB), you will receive a warning indicating that this may make your archiving and retrieval operations take longer.

Refer to Chapter 11, Common and Email-specific Best Practices, and the section Common: best practices for setting the volume size for guidelines on setting the value of the Maximum Volume Size (MB) field.

3. Specify how long data in the archive folder should be retained by entering a value in the Months to retain field.

Valid values for the Months to retain field are the following:

The default value is 1, indicating 1 month.

The minimum value is 0, indicating that no retention is specified. If 0 is selected the Enable automatic disposition field cannot be used.

The maximum value is 1200 (indicating 100 years).

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Consider the following before specifying the retention value:

If you are storing the data in the archive folder on a NAS storage device that supports data retention, you should be aware of the data retention settings on that device, if any. You should also be aware of the maximum time of retention supported by the device, as this differs by device. Refer to Retaining and disposing of archived data on page 145 for more information on data retention and disposal.

Retention should not be enabled on archive folders used for SharePoint External BLOB Storage (EBS). For these folders, the Months to retain field should be set to 0. Refer to Archive folder requirements for SharePoint EBS content on page 123 for other requirements for archive folders that contain EBS content.

If you specify a retention period, you should test the retention after it is enabled to verify that it is working as you expect.

4. Specify whether to allow EMC SourceOne to automatically dispose of data in the archive folder. Select the Enable automatic disposition field to specify that EMC SourceOne should automatically dispose of data in the archive folder when the data is older than the value specified in the Months to retain field.

If you are storing the data in the archive folder on a NAS storage device that supports data retention, you should be aware of the data retention settings on that device, if any. Refer to Retaining and disposing of archived data on page 145 for more information on data retention and disposal.

5. Click Next. The Indexing page of the New Archive Folder wizard displays and is described in Using the Indexing page of the New Archive Folder wizard on page 107

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Using DiskXtender containers for storage The DiskXtender Container option is selected as the storage type for the archive folder to be created.

Figure 21 DiskXtender Container variant of the New Archive Folder Storage Options page

If the DiskXtender Container storage type is selected, the following fields must be defined:

1. In the Archive Location field, specify the path to the volumes for this folder.

To change the location, click Browse and select a new path to the volumes. The maximum number of characters for the Archive Location field is 1024.

When specifying the path in the Archive Location field, you can specify that path as a UNC path or a local path.

Refer to Chapter 11, Common and Email-specific Best Practices, and the section Common: guidelines for specifying archive location paths for guidelines on when to use each type of path.

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2. In the Maximum Volume Size (MB) field, specify the maximum size (in MB) of individual volumes in this folder. The default value is 100 MB. You can change this value to be from 10 MB up to 10000 MB (10 GB). When a volume reaches the maximum volume, it is closed and a new volume is created.

If you set the Maximum Volume Size (MB) field to a value greater than 2048 (2 GB), you will receive a warning indicating that this may make your archiving and retrieval operations take longer.

If you are planning to use DiskXtender to write EMC SourceOne files to an EMC Centera device, change the maximum volume size to 90 MB, instead of the default size of 100 MB. There are known performance issues when retrieving volumes of 100 MB and greater from an EMC Centera device. Setting the volume file size to 90 MB allows for slight overflow of the volumes before they are closed, while keeping the total volume file size to under 100 MB

Refer to Chapter 11, Common and Email-specific Best Practices, and the section Common: best practices for setting the volume size for guidelines on setting the value of the Maximum Volume Size (MB) field.

3. Specify how long data in the archive folder should be retained by entering a value in the Months to retain field.

Valid values for the Months to retain field are the following:

The default value is 1, indicating 1 month.

The minimum value is 0, indicating that no retention is specified. If 0 is selected the Enable automatic disposition field cannot be used.

The maximum value is 1200 (indicating 100 years).

Consider the following before specifying this value:

If you are storing the data in the archive folder on a NAS storage device that supports data retention, you should be aware of the data retention settings on that device, if any. You should also be aware of the maximum time of retention supported by the device, as this differs by device. Refer to Retaining and disposing of archived data on page 145 for more information on data retention and disposal.

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Retention should not be enabled on archive folders used for SharePoint External BLOB Storage (EBS). For these folders, the Months to retain field should be set to 0. Refer to Archive folder requirements for SharePoint EBS content on page 123 for other requirements for archive folders that contain EBS content.

4. Specify whether to allow EMC SourceOne to automatically dispose of data in the archive folder. Select the Enable automatic disposition field to specify that EMC SourceOne should automatically dispose of data in the archive folder when the data is older than the value specified in the Months to retain field. Refer to the section on retaining and disposing of archived data in Retaining and disposing of archived data on page 145 for more information on data retention and disposal.

5. Select the type of media to be used by DiskXtender in the Media Type field. This media type must match the type selected in your DiskXtender configuration.

6. Specify the path the DiskXtender local extended drive in the DiskXtender local extended drive path field. This path should contain the drive letter and the path, such as E:\EMC SourceOne\Five Year.

7. Select the Purge after move option if you want the files purged immediately after they are moved to media by DiskXtender. If you do not select the Purge after move option, you should configure purge rules using the DiskXtender File System Manager Administrator as described in the DiskXtender for Windows documentation. Purging files is usually needed to avoid running out of space on the storage drive.

8. Select the Direct Read option if you want files to be read directly from media rather than first being copied back to the extended drive and then read. If you are using DVD-R or DVD+R media, files are not marked for direct read or purged until you finalize the media.

If you use DiskXtender to write volumes to removable media, such as DVD-R, tape, or magneto-optical media, you may want to disable direct read to avoid too many competing read and write requests to the library containing the media. Consult with an EMC technical representative to determine if this strategy is

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appropriate for you. Refer to Configuring Native Archive folder DiskXtender options on page 124 provides more information on using EMC SourceOne with DiskXtender.

9. Click Next. The Indexing page of the New Archive Folder wizard displays and is described in Using the Indexing page of the New Archive Folder wizard on page 107.

Using Centera containers for storage The Centera Container option is selected as the storage type for the archive folder to be created.

Figure 22 Centera Container variant of the New Archive Folder Storage Options page

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If Centera Container is selected as the storage type for an archive folder, the following fields must be defined:

1. In the Pool Address field, specify the one or more addresses to be used with the Centera device. The address may be specified using the host name, such as mycomputer.emc.com or can be specified using the dotted decimal format, such as 8.10.444.122. To specify multiple addresses in either form, separate the addresses with a comma (for example, node1.emc.com,node2.emc.com).

Note: A best practice is to use the host name address form if possible so that if an IP address changes for a machine, the Pool Address field value will not need to be changed. Instead, the change can be made at the DNS server or in the local hosts file. Using host names also makes more sense in a disaster recovery scenario.

Click Test Pool to verify the addresses in the Pool Address field are correct and currently reachable. Any problematic addresses will be identified for you to correct.

2. Specify how long data in the archive folder should be retained by entering a value in the Months to retain field.

The default value is 1, indicating 1 month.

The minimum value is 0, indicating that no retention is specified. If 0 is selected the Enable automatic disposition field cannot be used.

The maximum value is 1200 (indicating 100 years). Refer to the section on retaining and disposing of archived data in Retaining and disposing of archived data on page 145 for more information on data retention and disposal.

Consider the following before specifying this value:

If you are storing the data in the archive folder on a Centera storage device configured to support data retention, you should be aware of the data retention settings on that device, if any. You should also be aware of the maximum time of retention supported by the device, as this differs by device. Refer to Retaining and disposing of archived data on page 145 for more information on data retention and disposal.

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Retention should not be enabled on archive folders used for SharePoint External BLOB Storage (EBS). For these folders, the Months to retain field should be set to 0. Refer to Archive folder requirements for SharePoint EBS content on page 123 for other requirements for archive folders that contain EBS content.

3. Specify whether to allow EMC SourceOne to automatically dispose of data in the archive folder. Select the Enable automatic disposition field to specify that EMC SourceOne should automatically dispose of data in the archive folder when the data is older than the value specified in the Months to retain field. Refer to the section on retaining and disposing of archived data in Retaining and disposing of archived data on page 145 for more information on data retention and disposal.

4. In the Maximum Volume Size (MB) field, specify the maximum size (in MB) of individual volumes in this folder. The default value is 100 MB. You can change this value to be from 10 MB up to 10000 MB (10 GB). When a volume reaches the maximum volume, it is closed and a new volume is created.

If you set the Maximum Volume Size (MB) field to a value greater than 2048 (2 GB), you will receive a warning indicating that this may make your archiving and retrieval operations take longer.

Refer to Chapter 11, Common and Email-specific Best Practices, and the section Common: best practices for setting the volume size for guidelines on setting the value of the Maximum Volume Size (MB) field.

5. Determine whether to enable Enable File Audit Deletes. When enabled, EMC SourceOne labels all file deletions it makes on the Centera device with a string. By default, the file audit delete string is set to EMC SourceOne. You can change this to another string by entering another string in the File Audit Delete String field.

6. Click Import to import a Pool Entry Authorization (PEA) file for use with the Centera device. A file selection dialog opens to allow you to select the PEA file. Once selected, this configuration is entered into the PEA Configuration area.

The PEA file allows access to data on a Centera storage device. Refer to the EMC Centera online help for more information on creating and using PEA files.

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7. Click Next. The page of the New Archive Folder wizard displays and is described in Using the Large Content page of the New Archive Folder wizard on page 103.

Using the Large Content page of the New Archive Folder wizard Use the Large Content page to configure whether large content should be stored separate from other content in the storage container. Large files, large email attachments, or large SharePoint attachments are all examples of large content.

To modify existing large content properties, refer to Modifying large content properties of archive folders on page 117.

Storing large content separately allows you to save storage space by allowing content addressed storage devices, such as EMC Centera, to remove duplicate copies of attachments when they are stored. However, if you do not have a device that removes duplicates, storing attachments separately may slow EMC SourceOne performance without any benefit.

Figure 23 New Archive Folder Large Content page for most storage options

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The Large Content page is the same for most storage option types except for the Data Domain Storage System Container and the Virtual Container storage types.

When the Data Domain Storage System Container storage type is selected, the Large Content page contains only the wizard navigation buttons and the statement that large content handling cannot be configured by the user.

Note: Data Domain content is not compressed before moving it to the Message Center directory as other content can be, and so using a Data Domain storage device may require more space in the Message Center directory than using other storage devices that have compression enabled.

Figure 24 New Archive Folder Large Content page for Data Domain

When the Virtual Container storage type is selected, the Large Content page contains only the wizard navigation buttons and the statement that large content settings are not applicable for virtual folders.

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Figure 25 New Archive Folder Large Content page for Virtual Container

To configure storage of large content for all storage types except the Data Domain storage type, do the following:

1. Select how to store large content:

Select the Store all content inside containers option to have all content (including large content) stored within the container for this folder.

Select the Store large content outside of containers when larger than option to have large content:

Stored with the content when the large content is less than or equal to the value specified in the KB field.

Stored separately from the content when the large content is larger than the value specified in the KB field.

a. Specify the large content size in the KB field. By default, this value is 1000.

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b. For large content that is stored separately, select whether that content should be compressed by selecting or not selecting the Compress large content option.

2. Click Next. The Indexing page of the New Archive Folder wizard displays and is described inUsing the Indexing page of the New Archive Folder wizard on page 107.

Using the Organization Options page of the New Archive Folder wizard Use the Organization Options page to specify the organizing method for the archive folder. To modify existing organization option properties, refer to Modifying organization options properties of archive folders on page 117.

Specify the organization option as follows:

1. Select the organizing method to be used for the archive folder.

Select the By Date option to have the archive folder organized by date. An archive folder organized by date can be used with any type of mapped folder, and can be used to contain EMC SourceOne Discovery Manager legal matters.

Select the By Matter option to have the archive folder organized by a legal matter. A By Matter archive folder can only be used with EMC SourceOne Discovery Manager to store legal matters, and can only be associated with Legal Hold mapped folders.

Once you have selected the organization method for an archive folder it cannot be modified.

Refer to Chapter 11, Common and Email-specific Best Practices, and the section Common: selecting the organization option for the archive folder for best practices on when to select each option.

2. Click Next.

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Figure 26 New Archive Folder Organization Options page

Using the Indexing page of the New Archive Folder wizard Use the Indexing page to specify whether to have full-text indexing enabled for the archive folder, and the indexing options if indexing is enabled.

To modify existing indexing properties, refer to Modifying indexing properties of archive folders on page 118.

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Figure 27 New Archive Folder wizard Indexing page

Enabling or disabling indexing on page 108

Selecting indexing options on page 109

Enabling or disabling indexing You enable or disable indexing using the Enable Indexing option on the Indexing page:

To enable full text indexing for the archive folder, select the Enable Indexing option. Once enabled, continue by selecting any the other indexing options as described in Selecting indexing options on page 109.

To not enable or disable indexing, clear the Enable Indexing option and click Finish.

Note: Indexing should not be enabled on archive folders used for SharePoint External BLOB Storage (EBS). Refer to Archive folder requirements for SharePoint EBS content on page 123 for other requirements for archive folders that contain EBS content.

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Selecting indexing options Once indexing is enabled, select the indexing options you require:

1. In the Maximum Index Size (MB) field, specify the maximum size (in MB) of individual indexes in this folder. The value of the default size is 2048 MB. You can modify this value to be from 500 to 16384 MB.

The indexing system uses the Maximum Index Size (MB) field value to determine when it should place new volumes into a new index. In general, indexes will not exceed the specified size, but since the indexing system estimates sizes, some indexes will exceed this maximum value. This is an expected condition.

2. Specify whether a content cache should be created.

Creating a content cache for the index greatly improves performance when rebuilding an index since the content for the index does not need to be read again from the archive.

To enable the caching of content, select the Content Cache option.

To disable the caching of content, clear the Content Cache option.

3. Specify whether attachments should be indexed.

To enable the indexing of attachments, select the Attachment Indexing option.

To disable the indexing of attachments, clear the Attachment Indexing option.

If attachment indexing is enabled, you can use the Index nested subcontainers in attachments option to select whether subcontainers in attachments should be indexed.

By default, all new and existing indexes will have this option disabled.

Changing the selection of the Index nested subcontainers in attachments option will only apply to content archived and indexed after the selection was changed. Existing indexes will remain as they are and will need to be rebuilt to be affected.

Refer to Chapter 11, Common and Email-specific Best Practices, for additional information and guidelines on whether to enable the Index nested subcontainers in attachments option.

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4. Specify the one or more storage locations for the index by clicking Add. The Index Storage Location dialog displays.

Figure 28 Index Storage Location dialog launched from Indexing page

Specify the following values in the Index Storage Location dialog:

Specify the path to the storage location by either directly editing the path in the Index Storage Location field, or click Browse to browse to the path.

When specifying the path in the Index Storage Location field, you can specify that path as a UNC path or a local path.

Refer to Chapter 11, Common and Email-specific Best Practices, for additional information on specifying archive location paths.

Specify which Native Archive index servers should use the storage location.

Select the Allow all servers to use this storage option to allow all Native Archive index servers to use the location. Selecting this option not only allows all current index servers to use the index storage location, but also allows any index servers that are subsequently added to automatically use this index storage location.

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Select the Only allow the following servers to use this storage option to allow only the selected Native Archive index servers to use the location. Selecting this option allows you to control which index servers have access to the index storage location and allows you to segment your index processing into groups of index servers and index storage locations.

For more information on using index storage locations and index servers, refer to Chapter 11, Common and Email-specific Best Practices, for additional information on optimizing Native Archive index performance:

Click OK to add the location, or click Cancel to cancel the addition. In either case, the Index Storage Location dialog closes.

To remove an index storage location, select the location and click Remove.

To change an index storage location, select the location and click Edit.

When specifying the path in the Index Storage Location field, you can specify that path as a UNC path or a local path.

Refer to Chapter 11, Common and Email-specific Best Practices, for additional information on specifying archive location paths.

5. Click Finish.

Modifying archive folder properties To modify the properties for an archive folder:

1. Select the Archive Folders node for the Native Archive. The Archive Folders area lists the folders, if any, for the selected Native Archive node.

2. In the Archive Folders area, select the folder to modify.

3. Select Action > Properties.

4. Modify the properties of an archive folder as described in the following sections:

Modifying general properties of archive folders on page 112

Modifying storage option properties of an archive folder on page 112

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Modifying large content properties of archive folders on page 117

Modifying organization options properties of archive folders on page 117

Modifying indexing properties of archive folders on page 118

Modifying general properties of archive folders Use the General page of the New Archive Folder wizard to specify general options for the archive folder.

To modify existing general properties, refer to Modifying general properties of archive folders on page 112.

To modify the general properties of an archive folder:

1. Select the General tab of the Archive Folder dialog box.

2. If needed, modify the description by editing the text in the Description field.

3. Click OK to save your changes.

Modifying storage option properties of an archive folder To modify the storage option properties of an archive folder:

1. Select the Storage Options tab of the Archive Folder dialog box.

2. What fields can be modified differ depending with which storage type the archive folder was created. Follow the appropriate directions in the following sections to complete selecting the storage and retention options:

If the storage type is any of the following, refer to Modifying NAS device container storage properties on page 113.

Celerra Container Data Domain Storage System Container NAS Container NetApp Storage System Container

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If the storage type is DiskXtender Container, refer to Modifying DiskXtender container storage properties on page 114.

If the storage type is Centera Container, refer to Modifying Centera container storage properties on page 116.

Modifying NAS device container storage properties You can modify one or more of the following NAS Container Storage Options page properties for the Celerra Container, Data Domain Storage System Container, NAS Container, or NetApp Storage System Container.

Modify how long data in the archive folder should be retained by entering a value in the Months to retain field.

The default value is 1, indicating 1 month.

The minimum value is 0, indicating that no retention is specified. If 0 is selected the Enable automatic disposition field cannot be used.

The maximum value is 1200 (indicating 100 years).

Consider the following before modifying this value:

When you make the value in the Months to retain field smaller, you shorten the retention period on the archive folder, and an informational dialog is displayed. Shortening the retention period of an archive folder may make deletions from that archive folder behave differently than expected. Refer to Be aware of interactions of multiple retention settings on data on page 314 for more information on potential problems in shortening retention periods.

If you are storing the data in the archive folder on a NAS storage device that supports data retention, you should be aware of the data retention settings on that device, if any. You should also be aware of the maximum time of retention supported by the device, as this differs by device. Refer to Retaining and disposing of archived data on page 145 for more information on data retention and disposal.

Retention should not be enabled on archive folders used for SharePoint External BLOB Storage (EBS). For these folders, the Months to retain field should be set to 0. Refer to Archive folder requirements for SharePoint EBS content on page 123 for other requirements for archive folders that contain EBS content.

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Modify whether to allow EMC SourceOne to automatically dispose of data in the archive folder. Select the Enable automatic disposition field to specify that EMC SourceOne should automatically dispose of data in the archive folder when the data is older than the value specified in the Months to retain field. Refer to the section on retaining and disposing of archived data in Retaining and disposing of archived data on page 145 for more information on data retention and disposal.

Click OK to save your changes.

Modifying DiskXtender container storage properties You can modify one or more of the following DiskXtender container storage properties.

Modify how long data in the archive folder should be retained by entering a value in the Months to retain field.

The default value is 1, indicating 1 month.

The minimum value is 0, indicating that no retention is specified. If 0 is selected the Enable automatic disposition field cannot be used.

The maximum value is 1200 (indicating 100 years).

Consider the following before modifying this value:

When you make the value in the Months to retain field smaller, you shorten the retention period on the archive folder, and an informational dialog is displayed. Shortening the retention period of an archive folder may make deletions from that archive folder behave differently than expected. Refer to Be aware of interactions of multiple retention settings on data on page 314 for more information on potential problems in shortening retention periods.

If you are storing the data in the archive folder on a NAS storage device that supports data retention, you should be aware of the data retention settings on that device, if any. You should also be aware of the maximum time of retention supported by the device, as this differs by device. Refer to Retaining and disposing of archived data on page 145 for more information on data retention and disposal.

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Retention should not be enabled on archive folders used for SharePoint External BLOB Storage (EBS). For these folders, the Months to retain field should be set to 0. Refer to Archive folder requirements for SharePoint EBS content on page 123 for other requirements for archive folders that contain EBS content.

Modify whether to allow EMC SourceOne to automatically dispose of data in the archive folder. Select the Enable automatic disposition field to specify that EMC SourceOne should automatically dispose of data in the archive folder when the data is older than the value specified in the Months to retain field. Refer to the section on retaining and disposing of archived data in Retaining and disposing of archived data on page 145 for more information on data retention and disposal.

Modify whether to select the Purge after move option. This option is used if you want the files purged immediately after they are moved to media by DiskXtender. If you do not select the Purge after move option, you should configure purge rules using the DiskXtender File System Manager Administrator as described in the DiskXtender for Windows documentation. Purging files is usually needed to avoid running out of space on the storage drive.

If you are using DVD-R media, files are not marked for direct read or purged until you finalize the media. Refer to Configuring Native Archive folder DiskXtender options on page 124 for more information on using EMC SourceOne with DiskXtender.

Modify whether to select the Direct Read option. This option is used if you want files to be read directly from media rather than first being copied back to the extended drive and then read.

If you are using DVD-R media, files are not marked for direct read or purged until you finalize the media. Refer to Configuring Native Archive folder DiskXtender options on page 124 for more information on using EMC SourceOne with DiskXtender.

Click OK to save your changes.

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Modifying Centera container storage properties You can modify one or more of the following Centera container storage properties.

Modify how long data in the archive folder should be retained by entering a value in the Months to retain field.

The default value is 1, indicating the data should be retained for 1 month.

The minimum value is 0, indicating that there is no retention specified on the archive folder. If 0 is selected the Enable automatic disposition field cannot be used.

The maximum value is 1200, indicating 100 years.

Consider the following before modifying this value:

When you make the value in the Months to retain field smaller, you shorten the retention period on the archive folder, and an informational dialog is displayed. Shortening the retention period of an archive folder may make deletions from that archive folder behave differently than expected. Refer to Be aware of interactions of multiple retention settings on data on page 314 for more information on potential problems in shortening retention periods.

If you are storing the data in the archive folder on a NAS storage device that supports data retention, you should be aware of the data retention settings on that device, if any. You should also be aware of the maximum time of retention supported by the device, as this differs by device. Refer to Retaining and disposing of archived data on page 145 for more information on data retention and disposal.

Retention should not be enabled on archive folders used for SharePoint External BLOB Storage (EBS). For these folders, the Months to retain field should be set to 0. Refer to Archive folder requirements for SharePoint EBS content on page 123 for other requirements for archive folders that contain EBS content.

Modify whether to allow EMC SourceOne to automatically dispose of data in the archive folder. Select the Enable automatic disposition field to specify that EMC SourceOne should automatically dispose of data in the archive folder when the data is older than the value specified in the Months to retain field. Refer to Retaining and disposing of archived data on page 145 for more information on data retention and disposal.

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Modify whether Enable File Audit Deletes is enabled or disabled. If enabled, you can modify the audit string written to the Centera by EMC SourceOne using the File Audit Delete String field.

Modify the PEA configuration by importing a PEA file. Click Import to import a PEA file to use with the Centera device. A file selection dialog opens to allow you to select the PEA file to use. Once selected, this configuration is entered into the PEA Configuration area.

The PEA file allows access to data on a Centera storage device. Refer to the EMC Centera online help for more information on creating and using PEA files.

Click OK to save your changes.

Modifying large content properties of archive folders You can modify large content properties of an archive folder.

1. Select the Large Content tab of the Archive Folder dialog box to review the large content settings associated with the archive folder.

2. If the archive folder was created with the Store large content outside of containers when larger than option, then you can modify whether that content is compressed using the Compress large content option.

3. Click OK to confirm a modification, click Cancel to not make a modification.

Modifying organization options properties of archive folders You cannot modify the organization options for an archive folder once it is created.

1. Select the Organization Options tab of the Archive Folder dialog box to review the organization options settings associated with the archive folder.

2. Click OK or Cancel to close the Archive Folder dialog.

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Modifying indexing properties of archive folders If your organization is shortcutting content as well as searching that content, review Best practices for deploying shortcuts on page 343 prior to modifying the indexing properties of an archive folder.

To modify the indexing properties of an archive folder:

1. Select the Indexing tab of the Archive Folder dialog box.

Figure 29 Archive Folder properties Indexing tab

2. Add, modify or delete one or more of the index storage locations by doing one or more of the following actions:

To remove an index storage location, select the location and click Remove.

To add an index storage location, click Add and browse to the location.

To modify an index storage location, select it from the list in the Index Storage Locations areaand click Edit. The Index Storage Location dialog displays.

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Figure 30 Index Storage Location dialog launched from Indexing tab

Modify any of the following values in the Index Storage Location dialog:

Modify the path to the storage location by either directly editing the path in the Index Storage Location field, or click Browse to browse to a new path. When specifying the path in the Index Storage Location field, you can specify that path as a UNC path or a local path. Refer to Common: guidelines for specifying archive location paths on page 316 for guidelines on when best to use each type of path.

Note: Removing or changing the location of existing indexes can lead to the content in that index no longer being searchable, and may cause other problems when searching, indexing, or re-indexing data in those existing indexes. Removing or changing index storage locations that contain indexes should be avoided if possible for these reasons.

Modify which Native Archive index servers should use the index storage location. - Select the Allow all servers to use this storage option to allow all Native Archive index servers to use the location.

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Selecting this option not only allows all current index servers to use the index storage location, but also allows any index servers that are subsequently added to automatically use this index storage location.

- Select the Only allow the following servers to use this storage option to allow only the selected Native Archive index servers to use the location.

Selecting this option allows you to control which index servers have access to the index storage location and allows you to segment your index processing into groups of index servers and index storage locations.

For more information on using index storage locations and index servers, refer to Common: optimizing Native Archive index performance on page 318.

Click OK to accept the modifications, or click Cancel to cancel the modifications. In either case, the Index Storage Location dialog closes.

3. Click OK to save your changes and close the Archive Folder dialog box. Click Cancel to cancel your changes and close the Archive Folder dialog box.

Deleting archive folders You can delete archive folders from the Native Archive. Before deleting those folders, you should be aware of the effects of that deletion.

Considerations in deleting archive folders on page 121 describes what you need to consider before you delete archive folders.

Procedure for deleting archive folders on page 122 describes the procedure for deleting archive folders.

Refer to Understanding how deletions occur and affect performance on page 313 for background information on how archive folder deletions occur in EMC SourceOne.

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Considerations in deleting archive folders The following are items you should consider before deleting an archive folder:

Before deleting an archive folder, you should ensure that:

All the data in that folder should be deleted.

No mapped folders are associated with that archive folder.

The data in that folder is not being indexed.

There is sufficient time to delete the archive folder prior to performing a backup of the system.

Do not delete a month or folder until volumes are closed and not being indexed. If you delete a month or folder of data while the associated volume or index is active (while indexing, while writing to the volume, and so on), this can result in one of several types of errors, such as volume write failures, index failures, and archive failures, and may also result in only a partial deletion of the month or folder.

An archive folder typically contains multiple months of data which each contains one or more volumes of data. Deleting this amount of data at once can take a long time to complete and it may appear that the console is unresponsive while this deletion occurs.

A better approach may be to delete each month individually from the folder and then delete the archive folder once it is empty. Deleting a month on page 137 describes how to delete a month. When the months are deleted, all indexes associated with the months are also deleted.

To make the deletion process take less time, you can schedule the deletion of the portion of the data that is in the SQL Server database to occur later. Refer to Scheduling deletion of data from the database on page 149 for information on scheduling the deletion of data from the database.

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Procedure for deleting archive folders To delete a folder from a Native Archive:

1. Review the impact of deleting an archive folder as described in Considerations in deleting archive folders on page 121.

2. Select the Archive Folders node for the Native Archive. The Archive Folders area lists the folders for the selected Native Archive node.

3. In the Archive Folders area, select the folder to delete.

4. Select Action > Delete Folder.

5. The Delete Folder dialog displays. This dialog is displayed so that you do not unintentionally delete a folder containing data.

6. Use the Delete Folder dialog to verify that you want to delete the archive folder containing data by selecting the I acknowledge that this action will permanently delete archive content option. This causes the Yes button to be enabled; the No button is enabled and selected by default.

Figure 31 Delete Folder dialog for confirming deletion

Click Yes to confirm the deletion of a folder of data. The Delete Folder dialog exits and the Folder of data and all associated volumes, indexes and metadata are deleted.

Click No to not have the data deleted and dismiss the Delete Folder dialog.

If deletion is confirmed, the deletion process begins. This action may take some time to complete if there is a large amount of data in the folder.

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To make the deletion take less time, you can schedule the deletion of the metadata in the SQL Server database to occur later. Refer to Scheduling deletion of data from the database on page 149 for information on scheduling the deletion of data from the database.

Disposing of obsolete content in archive folders Data within archive folders can be disposed of automatically by setting the Enable automatic disposition option on the folder and specifying a certain number of months. EMC SourceOne then automatically disposes of any content in that folder that is older than the specified number of months. Refer to Retaining and disposing of archived data on page 145 for more information on data retention and disposal.

To manually dispose of data in an archive folder, select Action > Perform Disposition as follows:

1. Select the Archive Folders node for the Native Archive.

The Archive Folders area lists the folders for the selected Native Archive node.

2. In the Archive Folders area, select the folder to dispose of manually.

3. Select Action > Perform Disposition.

Archive folder requirements for SharePoint EBS content Archive folders used to store SharePoint External BLOB Storage (EBS) content have the following requirements:

Retention should not be enabled on the archive folder.

Indexing should not be enabled on the archive folder.

Only EBS content should be placed in the archive folder.

Refer to the EMC SourceOne for Microsoft SharePoint Administration Guide for more information on EBS and other SharePoint components.

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Configuring Native Archive folder DiskXtender options You can use EMC DiskXtender for Windows (DiskXtender) to extend the capacity of the Native Archive by causing the Native Archive contents to be automatically written to other storage media, such as EMC Centera devices, tape, DVD-R, DVD-RAM, magneto-optical, Ultra-Density Optical (UDO), WORM, WORM-tape, and Network Attached Storage (NAS).

DiskXtender extends the storage capabilities of NTFS volumes by moving files from NTFS volumes to other storage media. However, the files still appear to be resident on the volume, and can be accessed from storage media as needed.

The following sections provide more information on using DiskXtender with EMC SourceOne:

Configuring DiskXtender for use by EMC SourceOne is described in Configuring DiskXtender for use with EMC SourceOne on page 124.

The automatic file migration activities that are performed when DiskXtender is used with EMC SourceOne are described in Automatic file migration activities on page 126.

For more detailed information on DiskXtender, refer to the DiskXtender documentation.

Configuring DiskXtender for use with EMC SourceOne To configure DiskXtender for use with EMC SourceOne, perform the following steps using the DiskXtender File System Manager Administrator:

1. Create a media service.

A media service provides access to the media so that DiskXtender can work with it. For some media services, like EMC MediaStor, this means placing requested media into a drive. For other media services, like EMC Centera or Network Attached Storage (NAS), this means providing access to a place where the data is written.

2. Create an extended drive.

When you are using DiskXtender with EMC SourceOne, select the EMC SourceOne storage drive as the extended drive.

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3. Prepare the media.

The way you prepare the media depends on the media service you are using. Table 13 on page 125 describes how you prepare the media for each service.

4. For the remaining DiskXtender settings, leave the defaults unless instructed to change them by an EMC technical representative, with the exception of the Use special application filtering option on the Options tab of the Service Properties dialog box. This option allows you to specify whether an application can recall or directly read a purged file that resides on storage media. If you are using virus scanning software on the EMC SourceOne storage drive (the extended drive), add the executable file for the virus scanning software to the Special Application Filtering List and set the file to No recall.

CAUTION! If you are using the EMC Centera, MediaStor, or Sun StorageTek ACSLS media services, do not create media folders, media groups, or move rules. These items are created automatically by EMC SourceOne. In addition, do not label Sun StorageTek ACSLS or MediaStor media. EMC SourceOne also does this automatically. Refer to Automatic file migration activities on page 126.

Table 13 Media service preparation

Media service Media preparation

EMC Centera If you are using the EMC Centera media service, there are no additional steps you must take to prepare the media. (You do not need to create the virtual media or allocate it to the extended drive; EMC SourceOne does this automatically for you when it begins closing volumes.)

MediaStor or Sun StorageTek ACSLS

If you are using the MediaStor or StorageTek ACSLS media services, allocate blank media from the media service to the extended drive. When you allocate media, DiskXtender claims the media for file migration from the specified extended drive.

NAS or Tivoli Storage Manager (TSM)

If you are using the NAS or TSM media services, create the virtual media and allocate it to the extended drive.

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5. If you are using the NAS or TSM media services, create the media folders, media groups, move rules, and purge rules to enable file migration and purging. Automatic file migration is not available when you use these media services.

You may want to create media folders for each storage drive directory for EMC SourceOne folders or cabinets.

6. The final step in configuring DiskXtender for use with EMC SourceOne is to configure the EMC SourceOne storage options that are specific to DiskXtender using the EMC SourceOne console. These include:

Specifying the EMC SourceOne storage drive as the DiskXtender extended drive.

Specifying the media type you selected in DiskXtender.

Specifying the maximum volume size.

You configure these options when you create archive folders as described in Using the Storage Options page of the New Archive Folder wizard on page 93.

Note: Be aware that if using EMC DiskXtender with EMC Centera, and DiskXtender experiences connection issues with Centera (such as not being able to access all of the configured nodes), errors are generated in both EMC SourceOne and DiskXtender. A typical DiskXtender error may indicate File fetch failed for .emx files it is attempting to retrieve based on a request generated from EMC SourceOne. You can correct this problem by restarting the DiskXtender services and ensuring that the connection to the Centera device is re-established. Note that it may take some time for the errors to dissipate.

Automatic file migration activities After you configure DiskXtender and EMC SourceOne, the system can begin automatically migrating volumes to media.

CAUTION! If you are using the NAS or TSM media services, automatic file migration is not available. You must use the EMC Centera, MediaStor, or Sun StorageTek ACSLS media services if you want to benefit from automatic file migration.

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What EMC SourceOne creates As EMC SourceOne closes volumes and copies them to the storage drive as .emx files, EMC SourceOne automatically creates the necessary media folders, media groups, and move rules in DiskXtender based on the Message Center folders, collection rules, and retention periods.

Media folders are folders on the extended drive that contain the files that DiskXtender moves to media.

Media groups are specific groupings of media assigned to a media folder.

Move rules define which files in a media folder are moved to each media group.

What EMC SourceOne does not create EMC SourceOne does not create purge rules, which define which files should be purged from the extended drive. Instead you select whether to purge files immediately after they are moved using the Purge after move option in the EMC SourceOne console as described in Using the Storage Options page of the New Archive Folder wizard on page 93.

If you do not select the Purge after move option, you should configure purge rules using the DiskXtender File System Manager Administrator as described in the DiskXtender for Windows documentation. Purging files is usually needed to avoid running out of space on the storage drive.

EMC SourceOne configures DiskXtender EMC SourceOne automatically configures DiskXtender by doing the following:

1. Creates one media folder for the archive folder.

The first time a volume closes in EMC SourceOne for this archive folder, the system automatically creates a single media folder, with a name using the first 12 characters of the archive folder name.

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2. Creates one DiskXtender media group per folder per month.

EMC SourceOne creates one media group for each month for each EMC SourceOne folder and adds media to the media group. If you are using removable media through the MediaStor or Sun StorageTek ACSLS media services, then DiskXtender automatically labels blank media before adding it to the media group.

3. Creates one move rule per folder per month.

EMC SourceOne also creates one move rule for each month for each EMC SourceOne folder and sets the move rule to move only .emx files.

Optionally you can select to have EMC SourceOne mark all files for direct read, or to purge files immediately after they are moved to media using the options described in Using the Storage Options page of the New Archive Folder wizard on page 93.

If you do not select the Purge after move option, you should configure purge rules to avoid running out of space on the storage drive.

If you configured a retention period for an EMC SourceOne folder, the retention period is configured for the move rule.

Note: If you are using DVD-R media, files are not marked for direct read or purged until you finalize the media.

Note: If you are using DiskXtender to write volumes to removable media, such as DVD-R or DVD+R, tape, or magneto-optical, you may want to disable direct read to avoid too many competing read and write requests to the library containing the media. Consult with an EMC technical representative to determine if this strategy is appropriate for you.

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Configuring media group options If you are using the EMC Centera media service, set the Maximum media simultaneously receiving files option on the Options tab of the Media Group Properties dialog box to 4.

Do not change the remaining default values for the media folder, media groups, and move rules unless instructed to change them by an EMC technical representative.

CAUTION! If volumes exist on the EMC SourceOne storage drive before you extend the storage drive using DiskXtender, EMC SourceOne does not automatically configure DiskXtender to move those volumes; only volumes that close after you extend the storage drive cause automatic configuration to occur. You must create the media folder, media group, and move rule, as well as perform the associated assignments, manually using the DiskXtender File System Manager Administrator interface. Refer to the DiskXtender documentation.

When a volume is saved to the extended drive, the volume is added to the move list. The volume is then moved to media when the file migration schedule is active. By default, the file migration schedule is active from 8 P.M. to 9 A.M. They can optionally also be automatically purged and marked for direct read if those options have been selected in EMC SourceOne. If those options are not selected in EMC SourceOne, then volumes are purged according to the purge settings configured in DiskXtender.

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Managing Native Archive folders You can manage the Native Archive folders once they are configured by performing the one or more actions described in this section. This section is organized as follows:

Viewing Native Archive folder data and available actions on page 130

Understanding and correcting indexes with the Unperformed Transaction status on page 135

Recreating indexes for a month of data on page 137

Deleting a month on page 137

Closing a volume on page 138

Rebuilding an index on page 139

Rebuilding an index from the content cache on page 139

Viewing Native Archive folder data and available actions Native Archive folders contain the data archived in the Native Archive. This data is organized by month folders that are automatically created and populated during the archiving process. For example, the month folder 200805 would be automatically created in May of 2008.

Each month folder contains one or more volumes containing the archived data, and if selected, the one or more associated full-text indexes. You can view information about volumes and indexes in the Native Archive by expanding the Archive Folders node and then expanding the archive folder in which the volumes and indexes are stored.

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Figure 32 Viewing archive folder data

The actions you can perform on a a selected month, volume or index are shown in Table 14 on page 131.

The following sections describe how to view the status of and manage the volumes and indexes in a Native Archive.

Viewing months and volumes on page 132

Viewing indexes on page 134

Table 14 Available archive folder actions

Selected item Available actions Described in

Month ReIndex Month Recreating indexes for a month of data on page 137

Delete Month Deleting a month on page 137

Volume Close Volume Closing a volume on page 138

Index Rebuild Index Rebuilding an index on page 139

Refresh from Content Cache Rebuilding an index from the content cache on page 139

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Viewing months and volumes To view the volumes in an archive folder:

1. Select the Archive Folders node under the Native Archive node.

The Archive Folders area is displayed with two panes:

The top pane lists the existing archive folders and can be expanded to show the months within each archive folder.

The bottom pane lists detailed information on volumes or indexes that are part of the selected month subfolder, depending on which tab in the bottom pane is selected.

Table 15 on page 132 describes the columns displayed in the top pane of the Archive Folders area.

Table 15 Archive Folder column descriptions

Column Description

Name Specifies the name of the archive folder.

Year/Month Specifies the name of the month subfolder.

Volumes Specifies the number of volumes in the folder or subfolder.

Volume Size (MB) Specifies the size of the volumes listed. If there are multiple volumes, it specifies the total size of all volumes.

Volume Message Specifies the number of content items in the volume. If there are multiple volumes, it specifies the total number of content items in all volumes.

Indexes Specifies the number of indexes in the folder or subfolder.

Index Size (MB) Specifies the size of the indexes listed. If there are multiple indexes, it specifies the total size of all indexes.

Index Message Specifies the number of content items in the index. If there are multiple indexes, it specifies the total number of content items in all indexes.

Errors Specifies the number of months or indexes that have errors. For an archive folder, this is the total number of errors in the contained months and in the indexes.

Description Specifies the description associated with the archive folder.

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2. In the top pane of the Archive Folders area, expand the archive folder that contains the month subfolder about which you want more information and select that month subfolder.

3. Click the Volumes tab to view detailed information about the volumes in the selected month subfolder. Table 16 on page 133 describes the columns displayed on the Volumes tab.

You can modify which columns are displayed in this view by selecting Add/Remove Columns from the Actions menu.

Table 16 Volumes tab column descriptions

Column Description

Year/Month The name of the month subfolder containing the volume.

Volume Name The name of the volume.

Messages The number of content items in the volume.

Size (MB) The size of the volume in megabytes (MB).

Status The status of the volume. A volume can have more than one status at the same time. The following are the possible values: Available. The volume is available for use. This is the default

status. Busy Trying to Record. The system is busy attempting to record

the volume. Closed. The volume is closed and cannot have content added to it. Deleted from storage. The volume is in the process of being

deleted from the archive and is not available. When this is the status, the folder icon for the volume is displayed with an X on it indicating that the volume is being deleted.

Deleted from SQL. Information about the volume is in the process of being deleted from the SQL database and is not available.

Failed Recording. The volume could not be recorded. Online. The volume is accessible. Recording. The volume is being recorded. Record Pending. The recording of the volume is pending. Removal Pending. The removal of the volume is pending.

Start The date and time when the volume was opened.

End The date and time when the volume was closed.

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Viewing indexes To view the indexes in an archive folder:

1. Select the Archive Folders node under the Native Archive node.

The Archive Folders area is displayed with two panes:

The top pane lists the existing archive folders and can be expanded to show the months within each archive folder.

The bottom pane lists detailed information on volumes or indexes that are part of the selected month subfolder, depending on which tab in the bottom pane is selected.

Table 15 on page 132 describes the columns displayed in the top pane of the Archive Folders area.

2. In the top pane of the Archive Folders area, expand the archive folder that contains the month subfolder that contains the index about which you want more information and select that month subfolder.

3. Click the Indexes tab in the bottom pane to view index information associated with the selected month subfolder. Table 17 on page 134 describes the columns displayed in this tab.

Table 17 Indexes tab data displayed

Column Description

Type The kind of index. Possible values are: ES1. Indicates an EMC SourceOne index. EX. Indicates an EMC EmailXtender index.

Year/Month The name of the month subfolder containing the index.

Index The name of the index. This name is a sequential number assigned to the index when it is created.

Messages The number of content items in the index.

Size (MB) The size of the index in megabytes (MB).

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You can modify which columns are displayed in this view by selecting Add/Remove Columns from the Actions menu.

Understanding and correcting indexes with the Unperformed Transaction status The Unperformed Transaction message is displayed on the Indexes tab on the bottom pane of the Archive Folders area. When the Unperformed Transaction status is displayed for an index, it indicates that after several attempts an index transaction file for that index could not be processed, and so the index transaction file was removed from the processing directory.

Status The status of the index. Possible values are: Available. The index is complete and is searchable. This is the

default status. Deleted. The index is in the process of being deleted and is not

searchable. When this is the status, the folder icon for the associated volume is displayed with an X on it indicating that the index is being deleted.

Inconsistent. The index has inconsistencies and is not searchable. Indexing. The index is being created and is not searchable. Missing Item. There is a mismatch between the number of content

items in the index and the number of content items in the one or more volumes from which the index was created.

Refreshing. The index is in the process of being reindexed using data in the content cache and is not searchable.

Reindexing. The index is in the process of being reindexed using data in the archive and is not searchable.

Unperformed Transaction. After several attempts an index transaction file for the index could not be processed, and so the index transaction file was removed from the processing directory. Refer to Understanding and correcting indexes with the Unperformed Transaction status on page 135 for more information and how to correct this status.

Start The date and time when the index was opened.

End The date and time when the index was closed.

Table 17 Indexes tab data displayed (continued)

Column Description

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The following sections provide more information:

Understanding index transaction files on page 136

Correcting an unperformed transaction on page 136

Search implications of unperformed transactions on page 137

Understanding index transaction files The index transaction file contains the operations to be performed on an index. Index transaction files may have either of the following file types:

Index transaction files with a .xvlts file type contain operations to add documents to an index.

Index transaction files with a file type of .upds contain operations to update documents in an index.

Index transaction files are processed in the following directory:

\EMC SourceOne\Indexes\DropDir

When an index transaction file repeatedly cannot be processed, the Unperformed Transaction status is signaled, and the index transaction file is moved from the \DropDir directory to the \Intermediary subdirectory of the \DropDir directory, as in the following example:

\EMC SourceOne\Indexes\DropDir\Intermediary\ArchiveFolder_201011_004.xvlts

Correcting an unperformed transaction When the Unperformed Transaction status is signaled, the administrator should check the Intermediary directory for any files and then contact EMC Support for help in analyzing those files and correcting the problems so that the one or more files can be processed.

If the solution to the problem is to correct the index transaction file and then reprocess it, do the following:

1. Place the corrected file in the \EMC SourceOne\Indexes\DropDir directory.

2. Afterwards, EMC SourceOne will automatically pick up the file for processing as part of regular indexing of content.

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Search implications of unperformed transactions When an index transaction file cannot be processed, the content to be processed by that index transaction file has not yet been indexed.

However, you can still return search results for that unindexed content using a search client. Refer to the section Using Indexing Error and Any Unindexed Content in either the EMC SourceOne Search User Guide or the EMC SourceOne Discovery Manager User Guide for more information.

Recreating indexes for a month of data To recreate the index for a month of archived data:

1. Select and view the month as described in Viewing months and volumes on page 132.

2. Select the month to be reindexed.

3. Select Action > Reindex Month.

The archived data is reprocessed and the resulting one or more indexes are recreated.

To recreate only a single index from the archive, use the Rebuild Index option as described in Rebuilding an index on page 139.

To recreate only a single index from the content cache, use the Refresh from content cache option as described in Rebuilding an index from the content cache on page 139.

Deleting a month To delete a month of archived data:

1. Review the considerations for deleting data in Considerations in deleting archive folders on page 121

1. Display the volumes by month as described in Viewing months and volumes on page 132.

2. Select the month to be deleted.

3. Select Action > Delete Month. The Delete Month dialog displays. This dialog is displayed so that you do not unintentionally delete a month of data.

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4. Use the Delete Month dialog to verify that you want to delete the month of data by selecting the I acknowledge that this action will permanently delete archive content option. This causes the Yes button to be enabled; the No button is enabled and selected by default.

Figure 33 Delete Month dialog for confirming deletion

5. Click Yes to confirm the deletion of a month of data. The Delete Month dialog exits and the month and all associated volumes, indexes and metadata are deleted.

Click No to not have the data deleted and dismiss the Delete Month dialog.

To make deletions take less time, you can schedule the deletion of archived data metadata from the SQL Server database to occur later. Refer to Scheduling deletion of data from the database on page 149 for information on scheduling the deletion of data from the database.

Refer to Understanding how deletions occur and affect performance on page 313 for more background information on how deletions occur in EMC SourceOne.

Closing a volume To close a volume:

1. Display the volumes as described in Viewing months and volumes on page 132.

2. Select the volume to close.

3. Select Action > Close Volume.

The volume status is changed to Closed and, if necessary, a new volume is opened for any subsequent content that is archived.

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Be aware of the following:

If the volume to be closed is stored on a network storage device, such as an EMC Centera, you may not be able to close the volume when that device is not reachable on the network. If this occurs, resolve the network connection issue to the storage device and attempt to close the volume again.

If there are volumes which have failed to close in the Native Archive and the network connection to the SQL Server database is lost and then re-established, EMC SourceOne will attempt to close these volumes, resulting in Failed to Record Volume error messages to the event log.

Rebuilding an index To rebuild a single index from the archive:

1. Display the indexes as described in Viewing indexes on page 134.

2. Select the index to rebuild.

3. Select Action > Rebuild Index.

The index is recreated.

To recreate only a single index from the content cache, use the Refresh from content cache optionas described in Rebuilding an index from the content cache on page 139.

To recreate all indexes associated with a month, use the Reindex Month option as described in Recreating indexes for a month of data on page 137.

Rebuilding an index from the content cache To refresh an index using data in the content cache rather than data in the archive:

1. Verify that the archive folder was created with content caching enabled as described in Modifying indexing properties of archive folders on page 118.

2. Display the indexes as described in Viewing indexes on page 134.

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3. Select the index to rebuild from the content cache.

4. Select Action > Refresh From content cache.

The index is recreated.

To recreate only a single index from the content cache, use the Refresh from content cache option as described in Rebuilding an index from the content cache on page 139.

To recreate all indexes associated with a month, use the Reindex Month option as described in Recreating indexes for a month of data on page 137.

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Searching an archive Once an EMC SourceOne archive is configured and populated, you can search the contents of that archive using EMC SourceOne Search as described in that applications online help or in the EMC SourceOne Search User Guide.

When a user executes a search query, EMC SourceOne Search dynamically determines what search technology to use for that query:

Simple search queries are executed as SQL queries of the EMC SourceOne database. Simple search queries tend to execute more quickly than complex queries because they are simpler and because they do not access the archive indexes.

An example of a simple search query would be a search for all messages received by a user over a specified period of time.

Complex search queries are executed by searching the full-text indexes of the archive. How these indexes are accessed differs depending on whether the archive is stored in an EMC SourceOne Native Archive or an EmailXtender 4.8 SP1 archive. Complex search queries tend to execute more slowly than simple search queries because they are both more complex and because they access the full-text indexes.

An example of a complex search query would be a search for all messages received by multiple users that contained a certain text string in the subject or body of the message.

To ensure the success of any search, you should always first verify that the full-text search capabilities of the archive are completely operational. For example, prior to searching a Native Archive archive, you should verify that the one or more Native Archive search servers and retrieval servers are available.

Although it is possible to execute a simple search of the EMC SourceOne database even when the archive full-text search capabilities are not available, doing so is not advisable because what is considered a simple query versus a complex query can only be determined by the software when that query is executed.

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Moving an archive In some situations, such as when hardware needs to be reallocated or replaced, you may need to move the physical location of the archive in which EMC SourceOne stores content.

Note: If you have a complex hardware and software configuration, you may want to contact EMC Professional Services for assistance in moving the archive.

To move an archive, do the following:

1. Verify that there are no activities creating jobs to process content. You do this by setting all active activities to the suspend state using the EMC SourceOne console. Chapter 16, Configuring Email Management Activities, describes how to view and control activities.

2. Verify there are no EMC SourceOne jobs running on any of the worker servers using the EMC SourceOne console. Chapter 10, Managing Jobs, describes how to view and control jobs.

3. Close any open volumes. Closing a volume on page 138 describes how to close volumes.

4. Prepare to shut down the archive servers.

Prior to shutting down the archive servers, coordinate the shut down of the archive servers with any related software or hardware, such as the following: EMC DiskXtender, EMC Centera, EMC Symmetrix hardware, or Microsoft Windows clustering software.

5. Shut down all Native Archive servers.

6. Copy the data from the current storage location to the new storage location.

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Copy the data from the folders listed in Table 18 on page 143 to the new locations. These folders contain all the data in the Native Archive. You created these folders when you installed EMC SourceOne.

Verify that the new storage folders you create are configured as described in the EMC SourceOne Email Management Installation Guide.

7. Prepare to start the one or more archive servers. Prior to starting the archive servers, coordinate the start of the archive servers with any related software or hardware, such as those previously listed.

8. Start all the Native Archive servers.

9. Using the EMC SourceOne console, modify the locations for the Native Archive servers to match where the archive is now stored:

If necessary, modify the value of the Message Center Location field to the new location as described in Configuring the archive role on a Native Archive server on page 79.

If necessary, modify the value of the Archive Location field as described in Modifying general properties of archive folders on page 112.

If necessary, modify the value of the Index Storage Location field as described in Modifying indexing properties of archive folders on page 118.

Table 18 Folders which contain the Native Archive

Folder Contents

Archive folder EMC SourceOne volumes (container files)

Index folder EMC SourceOne indexes

Message center folder EMC SourceOne message center

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When specifying the path in the Message Center Location, Archive Location, or Index Storage Location fields, you can specify that path as a UNC path or a local path.

Refer to Common: guidelines for specifying archive location paths on page 316 for guidelines on when to use each type of path.

Note: Reset the EMC SourceOne activities you previously set to suspend back to their original states.

Refer to the EMC SourceOne Email Management Installation Guide for additional information on installing EMC SourceOne and EMC SourceOne archives.

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Retaining and disposing of archived data Some organizations require that data, such as messages, be retained for a period of time and then disposed of after that time.

EMC SourceOne supports the retention and disposal of data as described in the following sections.

Configuring data retention and disposal on page 145

Configuring the scheduling of automatic data disposal on page 146

Determining how often automatic data disposal should run on page 148

Scheduling deletion of data from the database on page 149

Configuring data retention and disposal You configure data retention and disposal as follows:

1. Specify the data retention on the archive folder in the Native Archive.

You specify how long data in the archive folder should be retained by entering a value in the Months to retain field as described in Adding archive folders on page 90.

2. Determine whether you want to automatically or manually dispose of data that is past the retention period.

To manually dispose of such data, select the archive folder containing the data to process and then select Action> Perform Disposition as described in Disposing of obsolete content in archive folders on page 123.

To automatically dispose of such data, do the following:

a. Configure the scheduling of automated data disposal as described in Configuring the scheduling of automatic data disposal on page 146.

b. Select the Enable automatic disposition field on the archive folder as described in Adding archive folders on page 90.

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Configuring the scheduling of automatic data disposal If you decided to use automatic data disposal as described in Configuring data retention and disposal on page 145, you must install and configure the data disposal script that is scheduled to perform the disposal.

Perform the following tasks to configure automatic data disposal:

1. Copy the data disposal script to the local system as described in Installing the EMC SourceOne data disposal script on page 146.

2. Schedule the execution of the data disposal script as described in Scheduling the execution of the EMC SourceOne data disposal script on page 146.

3. Review how often to schedule automatic data disposal as described in Determining how often automatic data disposal should run on page 148.

Installing the EMC SourceOne data disposal script To install the data disposal script, copy the script to the computer on which it will be scheduled to run. This script can be scheduled to run on any computer that has the EMC SourceOne console installed.

The EMC SourceOne data disposal script is located on the EMC SourceOne kit in the \Utility\disposition folder and is named ES1_AutoDisposition.vbs.

Scheduling the execution of the EMC SourceOne data disposal script The data disposal script should be run regularly to determine if there is any data that is marked for disposal that needs to be deleted.

To schedule the regular execution of the data disposal script using the Microsoft Windows Scheduled Tasks applet, do the following:

1. Launch the Scheduled Tasks applet. The Scheduled Task Wizard displays.

2. Click Browse to locate the data disposal script on the local computer. The Select Program to Schedule dialog displays.

3. Select the ES1_AutoDisposition.vbs file and click Open. The ES1_AutoDisposition task is now listed in the Scheduled Task Wizard.

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4. Select how often to perform the task by selecting one of the following time options:

Weekly

Monthly

Click Next. Refer to Determining how often automatic data disposal should run on page 148 for suggestions about how often to run this task.

5. Select the start date, time, and interval for the task. Click Next.

6. Specify the name and password of the user account under which this task should run.

Note: The script should run under an account that is part of the EMC SourceOne security group. Refer to the EMC SourceOne Email Management Installation Guide for more information on the EMC SourceOne security group.

Click Next.

7. Select the Open advanced properties for this task when I click Finish option. Click Finish. The properties page for the scheduled task opens.

8. On the Task tab, edit the string in the Run field to insert the cscript command to execute the ES1_AutoDisposition.vbs script as a task. For example, if the file is located in the directory C:\scripts, the Run field string would appear as follows:

cscript C:\scripts\ES1_AutoDisposition.vbs

The previous example shows how this string would appear for a 32-bit version of a Microsoft Windows operating system. The following example shows how this string would appear for a 64-bit version of a Microsoft Windows operating system:

C:\Windows\SysWOW64\cscript C:\scripts\ES1_AutoDisposition.vbs

9. Click OK. The Set Account Information dialog displays.

10. Enter and confirm the password of the account under which the task will run.

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Note: The script should run under an account that is part of the EMC SourceOne security group. Refer to the EMC SourceOne Email Management Installation Guide for more information on the EMC SourceOne security group.

11. Click OK. The properties page for the scheduled task closes.

12. The new task now appears in the list of scheduled tasks that is displayed when you select Scheduled Tasks from the Control Panel.

Determining how often automatic data disposal should run How often automatic data disposal should be scheduled to occur depends on your email archiving environment and your organizations data retention and disposal goals.

Data disposal should be scheduled often enough that a large amount of data does not need to be deleted at one time, but not so often that another data disposal is scheduled to occur while the current amount of data is being deleted.

In most cases, you should schedule the disposal script to run weekly to detect if there is any data that needs disposal, however you may decide to lengthen this to a monthly interval if that makes sense in your environment.

Be aware that deleting a month of archived data may take a significant amount of time if you archive large quantities of data. If deleting a month of archived data does take a significant amount of time, you can schedule when that deletion should occur.

Refer to Scheduling deletion of data from the database on page 149 for information on scheduling the deletion of the associated data in the database.

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Scheduling deletion of data from the database When disposing of a large quantity of data, you may want to delay the deletion of the metadata from the database as that deletion may effect the performance of the overall SourceOne system, such as jobs running to accomplish other tasks. Deleting the metadata from the database later when the system is not as heavily used may be a better choice for your environment since there would be less performance impact. Refer to Understanding how deletions occur and affect performance on page 313 for more information on deleting data from the archive.

To schedule disposal of data from the database, do the following:

1. In the EMC SourceOne console, select the Native Archive node, right-click on that node and select Properties. The Native Archive Global Properties dialog displays.

2. Select the Disposition tab.

Figure 34 Disposition tab of the Native Archive Properties page

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3. Specify the amount of time the disposal from the database is allowed to run by entering that value as an integer from 1 to 24 in the Number of hours to run field. By default this value is set to the maximum of 24 hours.

If the disposal cannot be completed in the amount of time specified, the remaining deletions will occur the next time the disposal is scheduled to occur.

4. Specify what time of day the database disposal is allowed to begin by selecting the time in the Start time field. The default value is 12:00AM (midnight) Greenwich Mean Time (GMT).

Typically, you should set the time of day to be the beginning of the time when the system is under the least load.

5. Specify the maximum number of threads and processes that can be used using the Maximum thread count field. This value may be an integer from 1 to 10. The default value is 1.

To increase the number of processes working to delete data in the database so that the disposal completes sooner, increase the Maximum thread count field value. If you increase this value to the point that your SQL Server is performing poorly, you may want to decrease this value.

Note that when you change the value of the Maximum thread count field, the change does not take effect immediately. The new value will be available when one of the following occurs after the change has been made:

A database disposition occurs.

The Native Archive servers are suspended and then resumed.

The EMC SourceOne Administrator service (ExAsAdmin.exe) is stopped and restarted. Be aware that stopping and restarting the EMC SourceOne Administrator service causes several other EMC SourceOne services to stop and restart.

6. Select the days of the week on which disposal from the database should be performed in the Days of the week to perform disposition area. By default, all days are selected which indicates that it should be performed every day.

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Partitioning a Native Archive database EMC SourceOne provides the ability to add partitions to tables in the Native Archive database to improve the performance and manageability of the Native Archive. The following sections describe this capability:

Native Archive partitioning concepts on page 151

Creating partitioned tables in the Native Archive database on page 153

Advanced partitioning concepts on page 158

Refer to Chapter 13, Maintaining EMC SourceOne, for how to maintain the Native Archive database.

Native Archive partitioning concepts Before deciding whether to partition your Native Archive database, you need to be familiar with the following topics:

Prerequisites for partitioning on page 151

Understanding database partitioning in the Native Archive on page 152

Benefits of partitioning on page 153

Prerequisites for partitioning The Native Archive partitioning feature requires that the EMC SourceOne database be installed on the Enterprise edition of Microsoft SQL Server. The Standard edition of Microsoft SQL Server does not support this feature.

If the Native Archive database is installed on the Standard edition of Microsoft SQL Server, the Properties menu item is not available and the Partitioning tab which you use to enable database partitioning is not available.

Note: You cannot create the Native Archive database using the Standard edition of SQL Server and then add partitioning capabilities to that database by moving it to the Enterprise edition of SQL Server, because the underlying schema and capabilities of the databases are different.

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Understanding database partitioning in the Native Archive Database partitioning is not the partitioning of the database itself, but rather is the partitioning of tables within the database. Database partitioning is the separation of a table or index in the database into smaller tables or indexes that act as one table or index. Partitioning is typically done only to tables that tend to grow to be very large to improve the performance when using those tables. The ability to partition tables is built into the Enterprise edition of Microsoft SQL Server.

Database partitioning for the EMC SourceOne Native Archive is the horizontal splitting of rows in a table (or an index defined on a table) into smaller separate logical units. Only the following tables are partitioned in the Native Archive database:

Message

FolderMessage

Route

Partitions are created to contain the data for these tables. Partitions can be created using the EMC SourceOne console either manually by the administrator or automatically based on selected criteria.

When a new partition is created, any new data to be stored in these three tables goes to the new partition. However, updates to existing information in these tables will occur in the partitions in which that information already exists.

Refer to Creating partitioned tables in the Native Archive database on page 153 for the procedure for creating a partition.

Refer to Understanding manual and automatic partitioning on page 158 for an overview of manual and automatic partitioning.

Refer to Benefits of partitioning on page 153 for the benefits of using database partitioning.

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Benefits of partitioning You typically partition database tables when you have a large amounts of data in the database. Breaking large tables into partitions can deliver the following data management and performance benefits:

Partitioning may improve the performance of archiving through the improved performance of database updates and insertions.

Partitioning tables in the database may reduce the amount of time needed to perform data backup, index maintenance, and defragmentation of the tables in the database.

Older partitions which are accessed less frequently can be moved to cheaper storage devices and to a less frequent maintenance cycle which can reduce database maintenance costs.

Refer to Partitioned Table and Index Concepts for general information on the benefits of SQL Server database partitioning: http://technet.microsoft.com/en-us/library/ms190787.aspx.

Creating partitioned tables in the Native Archive database Native Archive database partitioning is only available if the EMC SourceOne database is installed on the Enterprise edition of Microsoft SQL Server. If the Native Archive database is installed on the Standard edition of Microsoft SQL Server, the Properties menu item is not available.

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Figure 35 Partitioning tab of the Native Archive Global Properties dialog

To create additional partitions in the Native Archive database, do the following:

1. In the EMC SourceOne console, select the Native Archive node, right-click on that node and select Properties. The Native Archive Global Properties dialog displays.

2. Select the Partitioning tab.

Native Archive database partitioning is only available if the EMC SourceOne database is installed on the Enterprise edition of Microsoft SQL Server. If the Native Archive database is installed on the Standard edition of Microsoft SQL Server, the Properties menu item is not available.

3. Select the Enable partitioning option to enable the use of the rest of the tab, except for the Based on area. The Based on area is only enabled when you have selected automatic partitioning.

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4. Select whether to enable the automatic or manual creation of partitions:

Select the Manual option to enable the manual creation of partitions. This is the default.

Select the Automatic option to enable the automatic creation of partitions based on selected criteria.

5. If automatic partitioning was selected, select one of the automatic partitioning criteria in the Based on area. These criteria are described in Table 19 on page 155.

Refer to Selecting which automatic partitioning method to use on page 162 for more information on when to use each method for automatically creating partitions.

When an administrator sets the system to automatically create partitions, the partitions are typically not created immediately since usually it takes time for the automatic criteria to be met. In addition, the partition will not be created at all unless the minimum size for a partition criteria are met as described in Partition creation criteria and status messages on page 160.

Table 19 Automatic partitioning criteria

Partitioning criteria Description

Partition size (GB)

Specifies how large the current partition can be before creating a new partition is attempted. This value is entered as a whole number which represents the size of the partition in gigabytes. The default value is 100, indicating 100 gigabytes. Refer to Selecting which automatic partitioning method to use on page 162 for more information on when to use each method for automatically creating partitions.

Item count (millions)

Specifies how many rows must be in the current partition before creating a new partition is attempted. This value is entered as a whole number where the number represents that many million rows in the partition. The range in values is from 50 -200. The default value is 50, indicating 50 million rows. Refer to Selecting which automatic partitioning method to use on page 162 for more information on when to use each method for automatically creating partitions.

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6. For either type of partitioning, select the attributes for the partition data files using the fields in the New partition data files attributes area. These data files are the underlying physical data base for the partition. Refer to Understanding partition data file attributes on page 163 for background information on partition data file attributes. The partition data file attribute fields are described in Table 20 on page 156.

Processing date

Specifies whether creating a new partition should be attempted each month or each year: Select the Yearly option to attempt to create a new partition whenever a

new year begins, assuming the current partition . An attempt to create a new partition will occur when the first content is inserted into the Native Archive after the new year begins according to the time on the SQL Server computer.

Select the Monthly option to attempt to create a new partition whenever a new month begins. An attempt to create the new partition will occur when the first content is inserted into the Native Archive after the new month begins according to the time on the SQL Server computer.

Refer to Selecting which automatic partitioning method to use on page 162 for more information on when to use each method for automatically creating partitions.

Table 20 New partition data file attribute fields

attribute field Description

Location Specifies the location of the data files on the SQL Server computer for the new partition. By default, EMC SourceOne assumes that the location for the partition should be the same directory as the directory used by the primary data file which has a file extension of .mdf. When you specify a location for a partition, manually verify that it is correct since EMC SourceOne cannot validate that location. If the location is not valid, the partition will not be created. After a new location is specified and you click either the Create Partition or OK button on the Partitioning tab, a warning dialog is displayed indicating that you must be specifying a valid data location path.

Count Specifies the number of data files to be created for the new partition. Valid values are the whole numbers 1 to 8. The default number of data files is 1. Typically, this value is correct for most installations.

Table 19 Automatic partitioning criteria

Partitioning criteria Description

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7. If you are creating partitions manually, click Create Partition. The values on the Partitioning tab are saved and EMC SourceOne immediately attempts to create the partition.

The partition will not be created if it does not meet the minimum criteria described in Partition creation criteria and status messages on page 160.

8. Select whether to save your changes.

Click OK to save your changes to the Partitioning tab. Note that this does not cause a partition to be created, it only saves the changes you have made to fields on this tab.

Click Cancel to not save your changes to the Partitioning tab.

The Native Archive Global Properties dialog closes.

9. After attempting to create a partition, either manually or automatically, validate that it was created by doing either or both of the following:

Review the status line at the bottom of the Native Archive Global Properties dialog to see if the partition was recently successfully created. This status line would appear as follows:

Last attempt to create a partition succeeded on date-and-time

Size (GB) Specifies the size of the underlying physical data files in gigabytes (GB) created for the new partition. This value is specified as a whole number from 1 to 50.

Growth (GB) Specifies how much each of the partition data files can increase in size from their initial size in gigabytes (GB). This value is specified as a whole number from 1 to 10. For example, if the Size field value is set to 25 and the Growth field value is set to 5, that means that when each data file needs to grow it can grow in increments of 5 GB; the first time each data file will grow to 30 GB, the second time each data file will grow to 35 GB and so on.

Table 20 New partition data file attribute fields

attribute field Description

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Verify that a new partition was created by seeing if it exists in the directory specified in the Location field on the Partitioning tab. Within this directory, the new partition will have a name formed as follows:

DatabaseName$PartitionNumber_FileNumber.ndf

For example, a file named ES1Archive$1_2.ndf would have this form.

If the partition was not created, verify that the existing partition meets the minimum criteria for a new partition to be created and review the appropriate event logs as described in Partition creation criteria and status messages on page 160.

Advanced partitioning concepts The following topics will help you understand what options to select when partitioning your Native Archive database:

Understanding manual and automatic partitioning on page 158

Selecting whether to use manual or automatic partitioning on page 161

Selecting which automatic partitioning method to use on page 162

Understanding partition data file attributes on page 163

Understanding manual and automatic partitioning You can use EMC SourceOne to create partitions in selected tables in the database. This partitioning can be performed manually or automatically as described in the following sections:

Manual partitioning process on page 159

Automatic partitioning process on page 159

Partition creation criteria and status messages on page 160

Refer to Creating partitioned tables in the Native Archive database on page 153 for detailed instructions for how to perform manual or automatic partitioning.

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Manual partitioning process When an administrator creates a partition manually by clicking the Create Partition button on the Partitioning tab of the EMC SourceOne console, the following occurs:

1. EMC SourceOne immediately submits a SQL command to be executed by a stored procedure on the SQL Server.

2. The stored procedure verifies that the current partition meets the criteria needed to justify making a new partition. Refer to Partition creation criteria and status messages on page 160 for these criteria.

3. If the criteria are met, the stored procedure immediately attempts to create the new partition using the data file attributes defined by the administrator.

The results of this attempt are displayed at the bottom of the Partitioning tab and any failures are recorded in the event log as described in Partition creation criteria and status messages on page 160.

Refer to Creating partitioned tables in the Native Archive database on page 153 for detailed instructions for how to perform partitioning.

Automatic partitioning process When an administrator configures partitions to be automatically created using the EMC SourceOne console, the following occurs:

1. EMC SourceOne checks periodically to see whether the criteria for automatically creating a new partition have been met. Refer to Selecting which automatic partitioning method to use on page 162 for more information on automatic partitioning criteria.

There can be some latency in when the new partition will be created since EMC SourceOne does not check to see if a new partition should be created each time content is archived as this could potentially degrade the performance of the EMC SourceOne database. Instead, this check is made each time a set number of content items are ingested.

2. When the automatic partitioning criteria are met, the partition is scheduled to be created.

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3. When EMC SourceOne attempts to create the partition, a stored procedure verifies that the current partition meets the criteria needed to justify making a new partition. Refer to Partition creation criteria and status messages on page 160 for these criteria.

4. If the criteria for creating a new partition are met, the stored procedure attempts to create the new partition using the data file attributes defined by the administrator. Refer to Understanding partition data file attributes on page 163 for information on partition data file attributes.

The results of this attempt are displayed at the bottom of the Partitioning tab and any failures are recorded in the event log as described in Partition creation criteria and status messages on page 160.

Refer to Creating partitioned tables in the Native Archive database on page 153 for detailed instructions for how to perform partitioning.

Partition creation criteria and status messages EMC SourceOne will only attempt to create a new partition when the current partition is full enough to justify creating a new partition. This is done to protect administrators from creating unnecessary numbers of partitions.

EMC SourceOne will not attempt to create a partition unless one or both of the following is true:

The current partition contains at least 20 gigabytes of data.

The current partition contains at least 10 million rows of data.

When a partition is successfully created, the following message is displayed at the bottom of the Partitioning tab of the Native Archive Global Properties page:

Last attempt to create a partition succeeded on date-and-time

If the partition cannot be created, the following message is displayed at the bottom of the Partitioning tab of the Native Archive Global Properties page:

Last attempt to create a partition failed on date-and-time

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In addition, a Failed to Create Partition message is written to the event log. This message provides additional information on why the partition could not be created. Which event log the message is written to depends on how the partition was created:

If the attempt to create the partition was manual, the Failed to Create Partition message is written to the event log on the computer on which the EMC SourceOne console is installed.

If the attempt to create the partition was automatic, the Failed to Create Partition message is written to the event log on the worker computer that initiated the partition creation process. This worker computer could be any of the worker computers in the EMC SourceOne system which has been assigned the Native Archive archive role and which is ingesting content into the Native Archive.

Selecting whether to use manual or automatic partitioning Partitions can be created manually or automatically. In general, you should initially create your partitions manually, and then when you have experience with the system switch over to using automatic partitioning.

Creating partitions manually has the following benefits:

You have the more control over when a partition is created since you are creating them yourself, rather than having the system decide when to create the partition.

Manually creating partitions allows you to gain experience with what size of partition works best for your environment, and how often you need to create such a partition.

Creating partitions manually does have the drawback that you need to remember to manually create new partitions. Failing to create partitions when needed means that the partition may grow more than you want, causing it to possibly become fragmented and to perform less than optimally.

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Creating partitions automatically has the following benefit:

You do not need to remember to create partitions since the system is performing that task. Generally, using size-based automated partitioning is best since your partitions are created in a more deterministic and predictable manner. Size-based automated partitioning is performed by selecting the Partition size (GB) option on the Partitioning tab. Refer to Selecting which automatic partitioning method to use on page 162 for information on selecting an automatic partitioning method.

However, you should still actively monitor the creation of partitions to make sure the automatic partitioning is occurring as you expect.

Selecting which automatic partitioning method to use When automatic partitioning is enabled, you must select the method EMC SourceOne uses to determine when to attempt to create new partitions in the Native Archive database. Refer to Creating partitioned tables in the Native Archive database on page 153 for details on how to use these methods.

Note: Regardless of what automatic partitioning method is selected, the current partition must meet the criteria described in Partition creation criteria and status messages on page 160 before a partition can be created.

The following list contains the methods available and considerations on when they should be used:

Create new partitions based on the size of the current partition by selecting the Partition size (GB) option.

Creating partitions based on size is the recommended method for most installations since it allows you to predict the sizes of the partitions that are created more accurately than the other methods.

Create new partitions based on the number of items in the current partition by selecting the Item count (millions) option.

Partitions created based on the number of content items archived may be quite variable in size since the amount of space used in the database is determined by the size of the content, the number of recipients of that content, and other information.

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For example, a partition containing information about 50 million messages sent to one or two users and stored in a single folder will be much smaller than a partition containing information about 50 million messages sent to many recipients and stored in 20 folders.

Create new partitions based on the current month or year by selecting the Processing date option.

Creating partitions each month or year makes sense when you expect to typically create partitions every month or year. Using this option makes the time at which a new partition is created more predictable. Note that selecting this option does not mean that a partition will be created for every month or year, only that creating a partition at that time will be attempted; if the current partition is not full enough, a new partition will not be created at that time. Refer to Partition creation criteria and status messages on page 160 for the minimum criteria for creating partitions.

Understanding partition data file attributes When you specify partition data file attributes on the Partitioning tab of the Native Archive Global Properties page dialog, you are specifying the physical characteristics of the new partition to be created:

The Location field specifies the directory in the SQL Server disk subsystem in which the partition data files should be created.

The Count field specifies how many data files should be created as part of the partition. The default value for this field is 1. Refer to the description of the Count field in Table 20 on page 156 for details.

The Size (GB) field specifies how large each data file should be initially.

The Growth (GB) field specifies how much each of the data files can grow in size each time they need to grow.

The collective size of a new partition files in the database is the total size of the one or more data files that make up that partition. So, to compute the initial new partition size in gigabytes, multiply the Size (GB) field value by the Count field value. The initial size of the one or more partition data files will increase as the data files grow.

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Adding Native Archive supplemental language support If you are planning on using the Native Archive to archive and index certain non-English languages, you must enable supplemental language support in the Native Archive server operating system. Refer to the Microsoft Windows help system for information on which languages are controlled by this support.

To enable supplemental language support, do the following:

1. Select Regional and Language Options from the Windows Control Panel. The Regional and Language Options dialog is displayed.

2. Select the Languages tab and verify that both of the following options are selected in the Supplemental language support area:

Install files for complex script and right-to-left languages (including Thai)

Install files for East Asian languages

3. Click Apply to save your changes. Click OK to save your changes and dismiss the dialog. Click Cancel to not make the changes.

Configuring Mapped Folders 165

6

Describes how to configure mapped folders in EMC SourceOne, and is organized as follows:

Introduction to mapped folders..................................................... 166 Mapped folder concepts.................................................................. 168 Viewing list of mapped folders...................................................... 190 Creating and associating mapped folders.................................... 191 Modifying mapped folder properties ........................................... 195 Copying mapped folders ................................................................ 198 Deleting mapped folders ................................................................ 199 Best practices for using mapped folders with EmailXtender

archives ............................................................................................. 201 Best practices for configuring Legal Hold mapped folders....... 200 Examples of using mapped folders ............................................... 204

Configuring Mapped Folders

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Introduction to mapped folders In EMC SourceOne, a mapped folder is the destination for all content.

When you create a mapped folder in EMC SourceOne, you associated it with an archive folder that resides in an archive. You can map a maximum of 10 mapped folders to a single archive folder.

An archive can be an EMC SourceOne Native Archive (including an In Place Migrated Native Archive) or a legacy EmailXtender 4.8 SP1 archive. Refer to Chapter 4, Connecting Archives, for how to define and connect an archive. Refer to Chapter 5, Configuring Archives, for how to create a Native Archive archive folder. Refer to the EMC EmailXtender 4.8 SP1 Administrators Guide for how to create an EmailXtender archive folder.

The EMC SourceOne components installed at your site determine the types of content that can be placed in the archive as shown in Table 21, Types of content that can be archived.

When you create an EMC SourceOne mapped folder, you:

Specify a name and type for the new mapped folder.

Associate the new mapped folder to an existing archive folder in an archive.

Specify the accounts, users, and groups who can search the new mapped folder, and set their permissions.

Administrators use EMC SourceOne Search to search for archived email content, files, and SharePoint content.

Users use EMC SourceOne Search to search for archived email content and files.

Users use Archive Search in SharePoint to search for archived SharePoint content.

Table 21 Types of content that can be archived

Installed product Content that can be archived

EMC SourceOne Email Management Email content

EMC SourceOne for Microsoft SharePoint SharePoint content

EMC SourceOne for File Systems File content

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Note: EMC SourceOne for Microsoft SharePoint includes the optional External Blob Storage (EBS) feature. EBS is storage management, not archiving. EBS uses archive folders (without indexing or retention) to store SharePoint content in the Native Archive. For EBS, dedicate one archive folder to each SharePoint farm. EBS does not use mapped folders. EBS content is not searchable using EMC SourceOne Search or Archive Search. SharePoint users access EBS content in SharePoint, as usual.

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Mapped folder concepts The following sections describe key concepts for defining and using mapped folders.

Summary of mapped folder types and their uses....................... 169 About user permissions on mapped folders................................ 170 About mapped folder types, user permissions, and search types...

178 Understanding mapped folders, message owners and message

contributors ...................................................................................... 183 About mapped folder types and activities................................... 185 About mapped folders and user-directed archiving (UDA) ..... 186 About mapped folders and SharePoint archiving ...................... 188 About mapped folders and file archiving .................................... 188 About mapped folders and User Delete....................................... 189

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Summary of mapped folder types and their uses The following table describes the types of EMC SourceOne mapped folders that can be created.

Table 3 Types of EMC SourceOne mapped folders

Mapped folder Description

Organization Use for: SharePoint archiving, file archiving, and migrating PST files. Email archiving (journaling, historical archiving, archiving PST and NSF files, and shortcutting) when you

do not want users to delete mail items from the archive (compliance archiving). Users cannot delete mail items archived to Organization folders.

Not available for user-directed archiving (UDA) or for use as EMC SourceOne Discovery Manager hold folders.

Community Use for: User-directed archiving (UDA) of email to a public UDA folder. Allows multiple users to contribute mail to a

public/shared UDA folder. Email archiving (journaling, historical archiving, archiving PST and NSF files, and shortcutting) when you

want users to be able to delete archived mail items. Given the proper folder permissions, users can delete their references to messages. The message is still retained in the archive even after a user deletes the last reference to the message. Do not use for EMC SourceOne Discovery Manager hold folders. For more information: About UDA, refer to Chapter 22, User-Directed Archiving (UDA) Activities. About user deletion of archived mail items, refer to Chapter 24, Configuring User Delete.

Personal Use for: User-directed archiving (UDA) of email to a personal UDA folder. Allows users to archive their own mail. Email archiving (journaling, historical archiving, archiving PST and NSF files, and shortcutting) when you

want users to be able to delete archived mail items. Given the proper folder permissions, users can delete mail items archived to a Personal folder. (Users can delete their references to messages. When a user deletes the last reference to a message, then the message is deleted from the archive.) Do not use for compliance archiving. Do not use for EMC SourceOne Discovery Manager hold folders. For more information: About UDA, refer to Chapter 22, User-Directed Archiving (UDA) Activities. About user deletion of archived mail items, refer to Chapter 24, Configuring User Delete.

Legal Hold Use only for EMC SourceOne Discovery Manager hold folders. Do not use for general-purpose archiving or for user-directed archiving (UDA). For more information about EMC SourceOne Discovery Manager, refer to the EMC SourceOne Discovery Manager Installation and Administration Guide and the EMC SourceOne Discovery Manager User Guide.

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About user permissions on mapped folders

IMPORTANT! The EMC SourceOne primary service account must have Administrator permission on every EMC SourceOne mapped folder. The EMC SourceOne primary service account is also used to run services related to EMC SourceOne Discovery Manager task processing.

Refer to:

Permissions on mapped folders required by Offline Access users on page 170

Permissions on mapped folders used by IBM Lotus Domino mail-in databases on page 171

Delay in updating permissions on mapped folders for Notes users on page 171

Permissions on mapped folders used for SharePoint archiving on page 172

Permissions and mapped folder types used for file archiving on page 172

Permissions on mapped folders required for User Delete on page 174

Permissions on mapped folders required for Public Folder archiving on page 175

Summary of permissions that can be assigned to mapped folders on page 176

User permissions and mapped folder types on page 178

Permissions on mapped folders required by Offline Access users To retrieve messages from the archive, Offline Access users must

have permissions on mapped folders.

For Outlook Delegate Access, a delegated user does not need permissions on the mapped folders. As long as the delegator has permissions on the mapped folders and can access shortcuts from the archive, then the delegated user can access the same shortcuts.

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In a mixed environment (EMC SourceOne and EmailXtender), to retrieve EmailXtender shortcuts in Public Folders, Offline Access users must have Read All permission on the mapped folders associated with the EmailXtender archive.

For more information about permissions required for Outlook (delegate access, shared mailboxes, and shared folders) and Public Folders, refer to the EMC SourceOne Offline Access Installation and Administration Guide.

Permissions on mapped folders used by IBM Lotus Domino mail-in databases The record name of the IBM Lotus Domino mail-in database must have Owner permission on all mapped folders that may be used to archive or shortcut messages for that mail-in database.

You can create a group, add all mail-in databases as members, and then give this group Owner permission to all mapped folders. You must maintain this group to add all new mail-in databases that may have mails shortcut.

Delay in updating permissions on mapped folders for Notes users A Domino or Notes user continues to have mapped folder permissions for some time after being removed from a Domino group. This delay occurs by design and is due to:

Delay in the update information available to the EMC SourceOne Address Cache Sync.

After removing a Domino user from a group, it takes time before the views update. The next EMC SourceOne Address Cache Sync picks up the changes after the views update.

User caching in the EMC SourceOne Search Web Service.

When a user logs into the Search Web Service and runs a search, the list of mapped folders that the user can access is cached for 20 minutes. The mapped folder list for a user is not refreshed until this 20 minute cache timeout is reached, or until the cache is flushed by other means, such as restarting IIS.

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Permissions on mapped folders used for SharePoint archiving The following accounts and users must have Administrator and Read All permissions on the Organization mapped folders used for SharePoint Archive activities:

EMC SourceOne primary service account

EMC SourceOne Security group

EMC SourceOne Admin group

Access Account used by Archive Search in SharePoint.

Note: SharePoint users do not need permissions on mapped folders to use Archive Search in SharePoint.

SourceOne administrators (who use SourceOne Search to search for archived SharePoint content)

Note: SharePoint External BLOB Storage (EBS) does not use mapped folders.

Permissions and mapped folder types used for file archiving The following sections describe the permissions and mapped folder types needed for file archiving activities:

System account and administrator permissions on page 172

User permissions on page 173

Summary of permissions required to search for archived files on page 173

System account and administrator permissions The following accounts and users must have Administrator and Read All permissions on the Organization mapped folders used for File Archive activities:

EMC SourceOne primary service account

EMC SourceOne Security group

EMC SourceOne Admin group

SourceOne administrators (who use SourceOne Search to search for archived file content)

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User permissions To search for archived files, SourceOne Search users must have My Files permission on the Organization mapped folders used for File Archive activities.

Note: File archiving uses the ACL (Access Control List) model to assign group access, not the traditional Owner model used for email. This means that you should assign the My Files permission (not the Owner permission) on the Organization mapped folders used for file archiving.

Summary of permissions required to search for archived files The table below summarizes whether a user will be able to search for a particular file or not, depending on his permission on the mapped folder and the option selected in the Archived File Access page of the File Archive activity wizard.

Table 22 Summary: Permissions required to search for archived files

File Archive activity - option on Archive File Access page

Permission on mapped folder

Permit access only to users with Administrator permissions on the mapped folder

Permit access to the original file owner

Permit access to specified users and/or groups

Administrator Any file (Administrator search) Any file (Administrator search) Any file (Administrator search)

Read All Any file (All Items search) Any file (All Items search) Any file (All Items search)

Contributor No files No files No files

Owner No files No files No files

My Files No files Files originally owned by the user on the file system (My Files search)

All files archived by the activity, if user is in list of specified users/groups (My Files search)

Delete Not applicable Not applicable Not applicable

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Permissions on mapped folders required for User Delete

Note: For more information about User Delete, refer to Chapter 24, Configuring User Delete.

To support User Delete, the use of Personal and Community mapped folders has been extended beyond User-Directed Archiving (UDA) activities to Journal, Archive-Historical, Archive-Personal Mail File, and Shortcut-Historical activities. For those four activities, User Delete works only on mail items that are archived to Personal or Community mapped folders.

The following sections describe how to delete archived mail items:

To delete archived mail items through SourceOne Search on page 174

To delete archived mail items through the mail client on page 174

Delete permission not needed for Administrator deletes on page 175

To delete archived mail items through SourceOne Search In addition to Contributor permission, the new Delete permission is required on Personal or Community mapped folders to allow users to delete mail items that were archived through:

Journaling, Archive-Historical, and Archive-Personal Mail Files activities

User-Directed Archiving (UDA). In previous versions of EMC SourceOne, users only needed Contributor permission on those folders to perform UDA deletes in Search.

Note: The database update scripts add the new Delete permission to existing Personal or Community mapped folders for which the user already has Contributor permission. However, for Personal or Community folders created after the update, you must add the Delete permission for each user manually.

To delete archived mail items through the mail client Users need the Delete permission on Personal or Community mapped folders. Users do not need Contributor permission on mapped folders unless they will also be deleting archived items through SourceOne Search.

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Delete permission not needed for Administrator deletes The Delete permission is not needed for Administrator deletes performed in EMC SourceOne Search. The Administrator permission implicitly allows Administrator deletes.

Permissions on mapped folders required for User Directed Archiving (UDA) To search for and read the mail items that he directed to be archived into a user-directed archive (UDA) folder, the user must have Contributor permission on the folder.

To delete his user-directed archived mail items through SourceOne Search, the user must also have Delete permission on the folder.

Also refer to About mapped folders and user-directed archiving (UDA) on page 186.

Permissions on mapped folders required for Public Folder archiving The owner of an item in an Exchange Public Folder is the user who created that item. The following sections describe other details of permissions needed with Public Folder archiving.

Non-owner searches on page 175

Owner searches on page 175

Permissions required by the EMC SourceOne primary service account on page 176

Non-owner searches To allow non-owner users to perform an All Items search for items that were archived from a Public Folder, the best practice is to:

Archive Public Folder content to a EMC SourceOne Community mapped folder, and

Grant Read All permission on that Community folder to everyone.

Owner searches To allow owners to perform a My Items search for items that were archived from a Public Folder to a Community folder, grant users Owner permission on the Community folder.

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Permissions required by the EMC SourceOne primary service account The EMC SourceOne primary service account must have the following access for Public Folder archiving:

Administrator permission on all Community folders

Read All permission on all Community folders that will be searchable in EMC SourceOne Discovery Manager.

Summary of permissions that can be assigned to mapped folders The permissions that a user has on a mapped folder determine the actions a user can perform on the contents of the mapped folder. The following table describes the permissions available on EMC SourceOne mapped folders for users and groups.

Table 4 Permissions for EMC SourceOne mapped folders

Permission Description

Owner A user with Owner permission on a folder: Can see only email items for which he has ownership. Cannot delete items from the folder.

Contributor A user with Contributor permission on a folder: Can read only the email items that he directed to be archived into a user-directed archive (UDA) folder, or those

for which he has ownership and were journaled or archived into a Personal or Community mapped folder.

My Files A user with My Files permission on a folder: Can see only files for which he has access permission. Cannot delete items from the folder.

Read All The Read All permission is meant for supervisors and management. A user with Read All permission on a folder: Can see all items in the folder, even if he is not the owner of the email items or does not have access

permission to the files or SharePoint items. Has read-only privileges on all items in the folder. Cannot delete items from the folder.

Note: Administrator permission always overrides Read All permission if a user has both permissions.

Note: The EMC SourceOne primary service account must have Read All permission on all folders that will be searchable in EMC SourceOne Discovery Manager and in SharePoint Archive Search, and on all Legal Hold folders. The Access Account used by Archive Search must have Read All permission on all Organization folders used for SharePoint Archive activities.

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Administrator A user with Administrator permission on a folder: Has full control over all items in the folder. Can search, retrieve, and delete items in the folder. Can search for all archived content types (email, files, SharePoint)

Note: The EMC SourceOne primary service account must have Administrator permission on all mapped folders including all Legal Hold folders.

Delete A user with Delete permission on a folder: Can delete the email items that he directed to be archived into a user-directed archive (UDA) folder, or that

were journaled or archived into a Personal or Community mapped folder. The user deletes his own references to the email items so that he no longer sees those items. For a Community folder, the message is still retained in the archive even after a user deletes the last reference to the message. For a Personal folder, when the last user deletes his reference to the item, then the item is deleted from the archive.

Note: Starting in version 6.7 of SourceOne, you must assign the Delete permission to users so that they can delete items that were archived through UDA. In previous versions, the Delete permission was included in the Contributor permission for UDA deletes.

Table 4 Permissions for EMC SourceOne mapped folders (continued)

Permission Description

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User permissions and mapped folder types The following table indicates the appropriate user permissions for each type of mapped folder.

Note: The New Folder wizard does not validate permissions against the folder type.

About mapped folder types, user permissions, and search types The permissions that you assign to a mapped folder for a user determine which folders the user is allowed to search and which messages the user is allowed to read, retrieve, or delete.

The following table describes combinations of folder types, user permissions, and search types. (For information about using SourceOne Search, refer to the EMC SourceOne Search User Guide.)

Table 5 Appropriate user permissions for folder types

User permissions

Mapped folder type Owner Contributor My Files Read All Administrator Delete

Organization Yes, for email content

No, not applicable

Yes, for files Yes Yes No. not applicable

Community Yes, for email content

Yes, for email content

No, not applicable

Yes Yes Yes

Personal Yes, for email content

Yes, for email content

No, not applicable

Yes Yes Yes

Legal Hold No, not applicable

No, not applicable

No, not applicable

Yes (EMC SourceOne primary service account)

Yes (EMC SourceOne primary service account)

No. not applicable

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Table 6 Folder types, user permissions, and search types

Mapped folder type Permission Search type Description

Organization Owner My Items Assign Owner permission to users who need to search their own archived mail and retrieve shortcuts in an Organization folder. Owner permission is required to perform a My Items search on an Organization folder.

Contributor My Contributed Items

Not applicable.

My Files My Files Assign My Files permission to users who need to search their own archived file content. My Files permission is required to perform a My Files search on an Organization folder that contains archived files. Refer to About search types for archived files on page 182.

Note: SharePoint users use Archive Search to search for archived SharePoint content, and do not need permissions on Organization folders used for SharePoint Archive activities.

Administrator Administrator Assign Administrator permission to users who need to search other users mail and delete mail from the archive. Administrator permission is required to perform an Administrator search on an Organization folder.

Note: The EMC SourceOne primary service account must have Administrator permission on all Organization folders.

Read All All Items Assign Read All permission to users who need to read all mail in an Organization folder, even if they are not the owners. Read All permission is required to perform an All Items search on an Organization folder.

Note: The EMC SourceOne primary service account must have Read All permission on all Organization folders that will be searchable in EMC SourceOne Discovery Manager and in Archive Search. The Access Account used by Archive Search must have Read All permission on all Organization folders used for SharePoint Archive activities. Refer to the EMC SourceOne for Microsoft SharePoint Administration Guide for more information.

Delete Not applicable.

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Community Owner My Items Assign Owner permission to users who need to search their own mail and retrieve shortcuts in a Community folder. Owner permission is required to perform a My Items search on a Community folder.

Contributor My Contributed Items

Assign Contributor permission to users who need to search their own mail, and in a Community folder. Contributor permission is required to perform a My Contributed Items search on a Community folder.

My Files My Files Not applicable.

Administrator Administrator Assign Administrator permission to users who need to search other users mail and delete mail from a Community folder. Administrator permission is required to perform an Administrator search on a Community folder.

Note: The EMC SourceOne primary service account must have Administrator permission on all Community folders.

Read All All Items Assign Read All permission to users who need to read all mail in a Community folder, even if they are not the owners. Read All permission is required to perform an All Items search on a Community folder.

Note: The EMC SourceOne primary service account must have Read All permission on all Community folders that will be searchable in EMC SourceOne Discovery Manager.

Delete Assign Delete permission to users who need to delete their own references to messages in a Community folder. When the last reference is deleted from a message, the message is still retained in the archive. For deletes performed through the mail client, users need only Delete permission. For deletes performed through SourceOne Search, users need Delete permission and Contributor permission.

Table 6 Folder types, user permissions, and search types (continued)

Mapped folder type Permission Search type Description

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Personal Owner My Items Assign Owner permission to users who need to search their own mail and retrieve shortcuts in a Personal folder. Owner permission is required to perform a My Items search on a Personal folder.

Contributor My Contributed Items

Assign Contributor permission to users who need to search their own mail, in a Personal folder. Contributor permission is required to perform a My Contributed Items search on a Personal folder.

My Files My Files Not applicable.

Administrator Administrator Assign Administrator permission to users who need to search other users mail and delete mail from a Personal folder. Administrator permission is required to perform an Administrator search on a Personal folder.

Note: The EMC SourceOne primary service account must have Administrator permission on all Community folders.

Read All All Items Assign Read All permission to users who need to read all mail in a Personal folder, even if they are not the owners. Read All permission is required to perform an All Items search on a Personal folder.

Note: The EMC SourceOne primary service account must have Read All permission on all Personal folders that will be searchable in EMC SourceOne Discovery Manager.

Delete Assign Delete permission to users who need to delete their own references to messages in a Personal folder. When the last reference is deleted from a message, the message is deleted from the archive. For deletes performed through the mail client, users need only Delete permission. For deletes performed through SourceOne Search, users need Delete permission and Contributor permission.

Table 6 Folder types, user permissions, and search types (continued)

Mapped folder type Permission Search type Description

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About search types for archived files By design, the Owner field does not return results when Administrators search for owners of archived files. File archiving uses the ACL (Access Control List) model to assign group access, not the traditional Owner model used for email. This means that you should use the My Files search type when you search for archived files, not the My Items search type. When you perform a My Files search, your group membership is determined, allowing a group member to see files to which that group has access.

Legal Hold Owner My Items Not applicable.

Contributor My Contributed Items

Not applicable.

My Files My Files Not applicable.

Administrator Searchable in EMC SourceOne Discovery Manager. Not searchable in EMC SourceOne Search.

Assign Administrator permission to the EMC SourceOne primary service account, which needs to search for, read, and delete all messages in Legal Hold folders.

Note: The EMC SourceOne primary service account must have Administrator permission on all Legal Hold folders.

Read All Searchable in EMC SourceOne Discovery Manager. Not searchable in EMC SourceOne Search.

Assign Read All permission to the EMC SourceOne primary service account, which needs to search for, read, and delete all messages in Legal Hold folders.

Note: The EMC SourceOne primary service account must have Read All permission on all Legal Hold folders.

Delete Not applicable.

Table 6 Folder types, user permissions, and search types (continued)

Mapped folder type Permission Search type Description

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About access control for archived content A users ability to search for an archived item depends on:

The users ownership or permission on the item, which varies by content type:

For email content permissions, refer to Understanding mapped folders, message owners and message contributors on page 183.

For SharePoint content permissions, refer to the EMC SourceOne for Microsoft SharePoint Administration Guide.

For file content permissions, archived file content uses an ACL (Access Control List) model to assign group access, not the owner model used for email content. You assign access to files when you create a File Archive activity.

Refer to the EMC SourceOne for File Systems Administration Guide.

The users permission on the mapped folder in which the item is archived. Refer to About user permissions on mapped folders on page 170.

Understanding mapped folders, message owners and message contributors Email messages processed by EMC SourceOne Email Management can have both owners and contributors. How owners and contributors are assigned to a message are described in the following sections:

Understanding message owners on page 184

Understanding message contributors on page 185

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Understanding message owners EMC SourceOne Email Management determines when an email message belongs to a user.

Being an addressee does not determine message ownership:

For journaled messages, ownership depends on the type of SourceOne mapped folder in which the message is archived:

If you journal to an Organization mapped folder, all senders and recipients (internal and external) are message owners. Users are not able to delete messages that are journaled to an Organization mapped folder.

If you journal to a Personal or Community mapped folder, only internal recipients are marked as owners of mail items. If the recipient's email address is found in the cache of internal addresses, journaling adds the user as an owner on the mail item. Recipients not found in the address cache are considered external recipients and are not added as owners on the mail item. Users are able to delete messages that are journaled to a Personal or Community mapped folder, given the appropriate folder permissions (Contributor and Delete). This ownership ensures that a mail item is deleted from the archive only when all of the internal owners have deleted the mail item.

For messages archived through historical archiving, PST archiving, NSF archiving, or user-directed archiving (UDA), only mailbox or mail file owners are set as message owners.

Newly discovered owners can be added as owners of a message.

For example, if the same unedited message is found in another users mailbox, then EMC SourceOne adds that user as an owner of the message.

Determining ownership in this way prevents problems in the following situations:

Archive from Drafts folder: Intended recipients should not be able to search the archive and see a draft message, because it has not been received by them. Only the mailbox owner should be considered an owner of the message.

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Edited messages: Assume a message is sent to Recipient1 and Recipient2. Recipient1 edits the message and Recipient2 does not edit the message. With the new message ID algorithms based on content, both instances of the message will be archived in an Historical Archive activity. When Recipient1 searches the archive, only the edited version of the message should be discovered. When Recipient2 searches the archive, only the non-edited version of the message should be discovered.

Understanding message contributors In addition to owners, email messages can also have contributors.

In User Directed Archiving (UDA), when the owner of a message directs the message to be archived, a reference is recorded with the message for that owner. The owner is now also a contributor of the message. When a user deletes the message from the folder, the reference to the message is deleted.

Contributor designation is a property of the mapped folder to which the message is archived, and is not set by the archiving activity. This allows several archiving activities to contribute messages to the same mapped folder on behalf of the same user.

For example, a user-directed (UDA) activity can archive messages to a mapped folder that applies the contributor attribute. A PST or NSF archive activity can also archive messages to the same folder and have the contributor attribute applied. Refer to Archiving PST/NSF files into a user-directed archiving (UDA) folder on page 188.

About mapped folder types and activities The following table describes the folder types that are appropriate for EMC SourceOne activities and applications. For most email management activities, the types of mapped folders you use depend on whether or not you want to allow users to delete mail items from the archive.

For more information about activities, refer to:

Chapter 16, Configuring Email Management Activities.

EMC SourceOne for Microsoft SharePoint Administration Guide

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About mapped folders and user-directed archiving (UDA) EMC SourceOne Email Management includes the optional user-directed archiving (UDA) feature. Refer to:

Folder recommendations for user-directed archiving on page 187

Archiving PST/NSF files into a user-directed archiving (UDA) folder on page 188

For more information about user-directed archiving, refer to Chapter 22, User-Directed Archiving (UDA) Activities.

Table 7 Activities and folder types

Folder types

Activity/application Organization Community Personal Legal Hold

Journaling, user delete not allowed Yes No No No

Journaling, user delete allowed No Yes Yes No

Historical Archive, user delete not allowed Yes No No No

Historical Archive, user delete allowed No Yes Yes No

Archive from Personal Mail Files (PST/NSF), user delete not allowed

Yes No No No

Archive from Personal Mail Files (PST/NSF), user delete allowed

No Yes Yes No

User-Directed Archive No Yes Yes No

Migrate PST to Mailbox Yes Yes Yes No

Historical Shortcut, user delete not allowed Yes No No No

Historical Shortcut, user delete allowed No Yes Yes No

User-Directed Shortcut No Yes Yes No

SharePoint Archive Yes No No No

File Archive Yes No No No

EMC SourceOne Discovery Manager No No No Yes

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Folder recommendations for user-directed archiving The following sections describe how you can use Community or Personal folders for user-directed archiving:

Using Community folders for user-directed archiving on page 187

Using Personal folders for user-directed archiving on page 187

Using Community folders for user-directed archiving Use Community folders for shared or public mail.

Add both Contributor and Read All permissions for all users. This allows users to see only their contributed mail in a My Contributed Items search, and all mail in an All Items search.

Add Owner permission for users if you want them to see mail items that are still owned by them, but for which all references have been deleted.

Add Delete permission if you want users to be able to delete their archived mail items through SourceOne Search. (Users delete their own references to mail items in a Community folder. When the last reference is deleted from a mail item, the item is still retained in the archive.)

Using Personal folders for user-directed archiving Use Personal folders for personal mail.

Add only Contributor permission for all users. This allows users to see only their contributed mail in a My Contributed Items search.

Add Read All permission for users in a supervisory position, such as Human Resources or management.

Add Owner permission for users if you want them to see mail items that are still owned by them, for which the last reference has not yet been deleted.

Add Delete permission if you want users to be able to delete their archived mail items through SourceOne Search. (Users delete their own references to mail items in a Personal folder. When the last reference is deleted from a mail item, the item is deleted from the archive.)

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Archiving PST/NSF files into a user-directed archiving (UDA) folder User-directed (UDA) activities archive mail into Community folders or Personal folders, which are mapped to EMC SourceOne archive folders.

The Archive From Personal Mail Files (PST/NSF) activity can put messages into the same folder in EMC SourceOne as the UDA Archiving activity did.

A user with Contributor permission on the folder can see only those mail items he added, and if he also has Delete permission, he can delete his reference to each mail item.

A user with Owner permission can see the mail items he owns. Initially, the user sees the same mail items as with Contributor permission. When all references have been deleted from the mail items, a user with Owner permission will see the mail items.

Refer to Example of a personal archive including existing PSTs on page 208.

About mapped folders and SharePoint archiving For SharePoint Archive activities, create one or more mapped folders of the Organization type, and map them to the appropriate archive folders.

For information about permissions on the mapped folders, refer to Permissions on mapped folders used for SharePoint archiving on page 172

Note: SharePoint External BLOB Storage (EBS) does not use EMC SourceOne mapped folders. EBS does use EMC SourceOne archive folders. For EBS, dedicate one archive folder to each SharePoint farm.

About mapped folders and file archiving For File Archive activities, create one or more mapped folders of the Organization type, and map them to the appropriate archive folders.

For information about permissions on the mapped folders, refer to Permissions and mapped folder types used for file archiving on page 172.

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About mapped folders and User Delete For users to be able to delete archived mail items, the items must be archived to a Personal or Community mapped folder.

For information about permissions on the mapped folders, refer to Permissions on mapped folders required for User Delete on page 174.

For more information about User Delete, refer to Chapter 24, Configuring User Delete.

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Viewing list of mapped folders To view existing mapped folders:

1. In the EMC SourceOne console, select the Mapped Folders node.

The Mapped Folders area lists defined mapped folders, if any.

Figure 36 Mapped folders list

2. To view folders of a certain type, in the Actions pane, click Current View, then select one of the following options:

All (default)

Community

Legal Hold

Organization

Personal

Refer to Summary of mapped folder types and their uses on page 169 for descriptions of these mapped folder types.

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Creating and associating mapped folders To create a mapped folder, associate it with an existing archive folder in an archive, and specify user permissions on the mapped folder:

1. In the EMC SourceOne console, select the Mapped Folders node.

2. Select Action > New Folder.

3. Continue to:

New Folder - General page on page 191

New Folder - Permissions page on page 193

New Folder - General page On the General page of the New Folder wizard, specify the name, description, and folder type of the mapped folder.

Figure 37 New Folder wizard - General page

1. In the Folder Name field, type a name for the new mapped folder. Use alphanumeric characters. Invalid characters include:

; = \ / : * ? < > |

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IMPORTANT! Use ASCII characters for the folder name, not multi-byte characters. If a mapped folder and the archive folder to which it is associated both have multi-byte characters in the folder names, then an index folder is not created, and indexing will fail.

2. In the Description field, type a description for the new mapped folder.

3. Click Browse. In the Select Folder dialog box, select an archive folder in an archive.

For EmailXtender 4.x archives, either all archive folders will be listed, or only the virtual archive folder that you created when you configured the EmailXtender 4.x archive, as described in Chapter 4, Connecting Archives.

Figure 38 Select Folder dialog

4. Click OK to close the Select Folder dialog box and return to the New Folder - General page.

5. In the Folder Type field, select a type for this mapped folder. Refer to Summary of mapped folder types and their uses on page 169 for descriptions.

6. Click Next.

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New Folder - Permissions page On the Permissions page of the New Folder wizard, specify:

The users and groups who can access the folder

The permissions each user and group has on the folder

Figure 39 New Folder wizard - Permissions page

IMPORTANT! The EMC SourceOne primary service account must have Administrator permission on each mapped folder.

1. In the Select user from field, select a directory (Active Directory, Domino Directory, Exchange Address Book, or LDAP Directory Lookup).

Note: If the user or group exists in more than one domain, use the Active Directory Select Users, Contacts or Groups dialog box to determine the domain. Otherwise, the users and groups listed on the Permissions page will be difficult to differentiate.

2. Click Add.

The dialog box that opens depends on what you selected in the the Select user from field.

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3. Do one of the following steps:

If you selected Active Directory, Domino Directory, or Exchange Address Book, select the user or group from the directory.

If you selected LDAP Directory Lookup, the Data Sources dialog box opens. For information on how to use this dialog box, refer to Chapter 16, Configuring Email Management Activities.

Figure 40 New Folder wizard - Data Sources - LDAP

4. In the Group or user names list in the New Folder - Permissions page, select the user or group for whom you want to specify permissions. Query-based distribution lists are supported.

5. In the Permissions list, select the appropriate permissions that the user or group will have on the new mapped folder. Refer to About user permissions on mapped folders on page 170 for details.

6. To remove a user or group from the list, select the user or group, then click Remove.

7. Click Finish.

The entry for the new mapped folder appears in the Mapped Folders list.

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Modifying mapped folder properties To modify the properties of a mapped folder:

1. In the EMC SourceOne console, select the Mapped Folders node.

2. In the Mapped Folders list, select the folder you want to modify.

3. Select Action > Properties.

4. Continue to the following topics:

Modifying general properties of a mapped folder on page 195

Modifying permissions on a mapped folder on page 196

IMPORTANT! If you assign a group to a mapped folder, and then you move that group to another organizational unit (OA) in Active Directory, you must reassign the group to the mapped folder. Refer to Maintaining permissions on a mapped folder for a moved group on page 197.

Modifying general properties of a mapped folder To modify general properties of a mapped folder:

1. Select the General tab of the Folder Properties dialog box.

Figure 41 General tab - Folder properties

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2. Edit the Folder Name field and the Description field, as appropriate.

You cannot edit the Archive Folder field or the Folder Type field.

3. Click OK.

Modifying permissions on a mapped folder

IMPORTANT! The EMC SourceOne primary service account must have Administrator permission on each mapped folder.

To modify permissions on a mapped folder:

1. Select the Permissionstab of the Folder Properties dialog box.

2. In the Select user from field, select a directory (Active Directory, Domino Directory, Exchange Address Book, or LDAP Directory Lookup).

3. Click Add. The directory displayed depends on what you selected in the Select user from field.

4. Select the user or group from the directory. The name of the selected user or group appears in the Group or user names list.

5. In the Group or user names list, select the user or group for whom you want to specify permissions.

6. In the Permissions list, select the appropriate permissions that the user or group will have on this folder. Refer to About user permissions on mapped folders on page 170 for details.

7. To remove a user or group from the list, select the user or group, then click Remove.

8. To save your changes and close the dialog box, click OK.

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Maintaining permissions on a mapped folder for a moved group If you grant a group access to a mapped folder and you move that group from one organizational unit (OU) to another in Active Directory, then users in the moved group will lose access to the mapped folder after the next address synchronization.

You must remove the group from the mapped folder permissions, and then re-assign the group to the mapped folder.

To maintain permissions on a mapped folder for a moved group:

1. In the EMC SourceOne console, select the Mapped Folders node.

2. In the Mapped Folders list, select the folder you want to modify.

3. Select Action > Properties.

4. Select the Permissionstab of the Folder Properties dialog box.

5. To remove the group from the mapped folder, on the Permissions tab:

a. In the Group or user names list, select the group.

b. Click Remove.

6. To re-assign the group to the mapped folder, on the Permissions tab:

a. In the Select user from field, select Active Directory.

b. Click Add.

c. Select the group from the directory. The name of the selected user or group appears in the Group or user names list.

d. In the Group or user names list, select the group.

e. In the Permissions list, select the appropriate permissions that the group will have on this folder.

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Copying mapped folders To copy a mapped folder:

1. In the EMC SourceOne console, select the Mapped Foldersnode.

2. In the Mapped Folderslist, select the mapped folder you want to copy.

3. Select Action > Copy Folder.

The General page of the New Folder wizard opens. The default name of the copy is Copy of folder. The values for Archive Name and Folder Type are the same as that of the original folder.

4. Edit the fields on the General page if you wish, as described in Modifying general properties of a mapped folder on page 195.

5. Click Next.

The Permissions page of the New Folder wizard opens. Users and permissions are not copied from the original folder.

6. Edit the fields on the Permissions page, as described in Modifying permissions on a mapped folder on page 196.

7. Click Finish.

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Deleting mapped folders Refer to:

Effects of deleting mapped folders on page 199

Procedure: Deleting mapped folders on page 199

Effects of deleting mapped folders You can map a maximum of 10 mapped folders to a single archive folder.

Assume you map several mapped folders to a single archive folder, and then later you delete all but one of those mapped folders. The last remaining folder that is mapped to an archive folder will allow access to all content in the archive folder. This behavior is by design, to allow access to items in the archive that were orphaned when you deleted the other mapped folders.

Procedure: Deleting mapped folders To delete a mapped folder from the Mapped Folderslist:

1. In the EMC SourceOne console, select the Mapped Folders node.

2. In the Mapped Folderslist, select the mapped folder that you want to delete.

3. Select Action > Delete Folder.

The Mapped Folder list no longer displays the name of the deleted mapped folder.

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Best practices for configuring Legal Hold mapped folders The following are best practices for configuring Legal Hold folders for EMC SourceOne Discovery Manager:

Create one or more archive folders for exclusive use by Legal Hold folders. Do not configure retention on Native Archive folders that will be mapped to Legal Hold folders.

You can map multiple Legal Hold folders to the same archive folder.

You are prevented from:

Mapping a Legal Hold folder to an archive folder that is already mapped to a folder of another type (Organization, Personal, or Community), due to the potential for a retention policy to trigger the disposition of items that are on hold.

Mapping a non-Legal Hold folder to an archive folder that is already mapped to a Legal Hold folder.

If you attempt to do such mappings, an error message displays: The data is invalid for the following reasons: Legal Hold folders cannot coexist with other mapped folder types on the same archive folder. The error displays for new mappings. It does not display when you view properties of mapped folders where the invalid mapping already exists.

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Best practices for using mapped folders with EmailXtender archives

You create mapped folders to EmailXtender archives so that messages in those archives can be searched and accessed using EMC SourceOne. When using EmailXtender archives with EMC SourceOne, you should keep the following best practices in mind.

Best practices for creating EMC SourceOne mapped folders for EmailXtender archives on page 201

Understanding EmailXtender archive restrictions when used with EMC SourceOne on page 202

Best practices for creating EMC SourceOne mapped folders for EmailXtender archives

If your environment includes multiple EmailXtender servers that you want to connect to EMC SourceOne Email Management, you need to create mapped folders for those EmailXtender servers. How you structure those mapped folders is determined by your computing environment:

In most cases, the best practice is to have each mapped folder associated with no more than a single EmailXtender server in a 1:1 relationship. This configuration avoids potential resource and duplication problems.

You can have multiple mapped folders associated with a single EmailXtender server, but you should avoid multiple EmailXtender servers being associated with a single mapped folder.

However, in some cases, you may want to associate multiple EmailXtender server archives with a single mapped folder. For example, you may want to organize data from multiple EmailXtender servers logically, such as by the retention period set on the data (three year retention, five year retention, and so on), rather than by server.

Associating multiple EmailXtender server archives with a single mapped folder can cause the following problems:

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Search retrieval performance may degrade when data from multiple EmailXtender servers are placed into a single mapped folder. This is because when results from multiple EmailXtender servers are combined, those results are processed to remove duplicate entries before returning those results to the requesting client (EMC SourceOne Web Search or EMC SourceOne Discovery Manager). This deduplication processing does not occur for results from a single EmailXtender server.

Instances of a message on different EmailXtender servers may have the same content, but have different metadata (stored in SQL). Since messages with the same content (not including the metadata) are automatically removed in this configuration, the retrieved content will have the metadata associated with only one of the messages, and the metadata of the other messages is not returned. If you are in a compliance or legal discovery environment, or if you want to view each and every copy of a message in the search results, you should not use this mapped folder configuration.

You need to determine if the value of combining data from multiple EmailXtender servers into a single mapped folder outweighs the problems previously described.

Understanding EmailXtender archive restrictions when used with EMC SourceOne When you connect EmailXtender archives with EMC SourceOne you need to be aware of the following restrictions on using the EmailXtender archives.

EmailXtender archives are read-only on page 202

Items in EmailXtender archives cannot be deleted using EMC SourceOne Search on page 203

EmailXtender archive folders cannot be used with Legal Hold folders on page 203

EmailXtender archives are read-only Content in EmailXtender archives can only be read using EMC SourceOne. EMC SourceOne cannot archive to EmailXtender archive folders.

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Items in EmailXtender archives cannot be deleted using EMC SourceOne Search Items in EmailXtender archive folders connected to EMC SourceOne must be deleted using the EmailXtender Search Plug-in. They cannot be deleted using EMC SourceOne Search.

EmailXtender archive folders cannot be used with Legal Hold folders You cannot use an archive folder in EmailXtender 4.8 SP1 as a Legal Hold folder for use with EMC SourceOne Discovery Manager.

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Examples of using mapped folders The following sections describe examples of how you can use mapped folders to achieve various business goals:

Example of configuring a simple email compliance archive on page 205

Example of mapped folders for the convenience retention of messages on page 205

Example of mapped folders for a combined compliance and community archive on page 206

Example of creating mapped folders for use with a personal archive on page 207

Example of a personal archive including existing PSTs on page 208

Example of using mapped folders for SharePoint archiving on page 209

Example of using mapped folders for file archiving on page 210

Example of using Legal Hold mapped folder for EMC SourceOne Discovery Manager on page 210

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Example of configuring a simple email compliance archive Business requirement You have 10,000 employees, and must archive and retain all email for 2,000 users for three years.

Solution Create an Organization folder (named "Archive" in this example) and map it to an archive folder with a retention of three years. Create journaling activities and rules to archive the mail for the 2,000 users to the "Archive" Organization folder.

The following table describes the user permissions for the Archive Organization folder:

Example of mapped folders for the convenience retention of messages Business requirement You have 10,000 employees, and want them all to be able to locate and restore messages they have deleted from their mailboxes, for up to two years.

Solution Create an Organization folder (named "Archive" in this example) and map it to an archive folder with a retention of two years. Create journaling activities and rules to archive the mail for all users to the "Archive" Organization folder.

The user permissions for the Archive Organization folder are the same as shown in Table 8 on page 205.

Table 8 Example: User permissions for a simple compliance archive

Permission Description

Owner Users can perform a My Items search to access email in the "Archive" folder, where the user is an owner of the message.

Contributor Not applicable, because there are no contributed messages in an Organization folder.

My Files Not applicable for email.

Read All Users can perform an All Items search to read all messages in the "Archive" folder.

Administrator Administrators can perform an Administrator search, to read, retrieve, and delete any message in the "Archive" folder.

Delete Not applicable for Organization folders (compliance archives).

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Example of mapped folders for a combined compliance and community archive Business requirement You have 10,000 employees, and must archive and retain all email for 2,000 users for three years. You also want the remaining 8,000 users to archive selected messages that are relevant to the business. These messages will also be retained for three years.

Solution Create an Organization folder (named Archive in this example) and a Community folder (named CompanyRecords in this example). Map both folders to archive folders with retentions of three years. Create journaling activities and rules to archive the mail for the 2,000 users to the Archive Organization folder. Create a user-directed archiving (UDA) activity to archive the user-selected messages for the 8,000 users to the CompanyRecords Community folder.

The user permissions for the Archive Organization folder are the same as shown in Table 8 on page 205.

The following table describes the user permissions for the "CompanyRecords" Community folder:

Table 9 Example: User permissions for a community archive

Permission Description

Owner Users can perform a My Items search to access email in the "CompanyRecords" Community folder, where the user is an owner of the message. Initially, this includes all messages originally contributed by the user through the user-directed archiving (UDA) activity. If the user also has Delete permission and deletes his reference to a message, this type of search also returns that message along with the other contributed messages.

Contributor Users can perform a My Contributed Items search to access only those messages that the user contributed to the CompanyRecords Community folder, and that were archived by a user-directed archiving (UDA) activity.

My Files Not applicable for email.

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Example of creating mapped folders for use with a personal archive Business requirement You have 10,000 employees, and want them all to store personal messages in the archive for up to two years. In addition, to minimize the size of the archive, you want these users to be able to delete the messages when they are no longer needed.

You also want the user's folder structure retained during archiving.

Solution Create a Personal folder (named "MyArchive" in this example) and map it to an archive folder with a retention of two years. Create user-directed archiving (UDA) activities to archive personal messages for all users to the "MyArchive" Personal folder. Because the UDA activity is configured to run against a Personal folder, the folder hierarchy for the message is preserved when the message is archived.

Read All Users can perform an All Items search to read all messages in the "CompanyRecords" folder.

Administrator Administrators can perform an Administrator search to read, retrieve, and delete any message in the CompanyRecords folder.

Delete The user can delete his references to the messages that he contributed to the CompanyRecords Community folder. After a user deletes his reference to a message, that message will no longer be found by the user in My Contributed Items searches.

Table 9 Example: User permissions for a community archive (continued)

Permission Description

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The following table describes the permissions on the "MyArchive" Personal folder:

Example of a personal archive including existing PSTs Business requirement You have 10,000 employees, and want to eliminate the existing PST files for all users. In addition, you want each user to store personal messages, including those in their existing PST files, in the archive for up to two years. You want to minimize the size of the archive, so users will delete messages from their Personal archive when they are no longer needed.

Table 10 Example: User permissions for a personal archive

Permission Description

Owner Users can perform a My Items search and access email in the "MyArchive" Personal folder, where the user is an owner of the message. Initially, this includes all messages originally contributed by the user through the user-directed archiving (UDA) activity. If the user also has the Delete permission and deletes his reference to a message, this type of search also returns that message along with the other contributed messages as long as the message has not been removed from the archive (the message has at least one reference for another user).

Contributor Users can perform a My Contributed Items search to access only those messages that the user contributed to the MyArchive Personal folder, and that were archived by a user-directed archiving (UDA) activity.

My Files Not applicable for email.

Read All Users can perform an All Items search to read all messages in the "MyArchive" Personal folder.

Administrator Administrators can perform an Administrator search, to read, retrieve, and delete any message in the "MyArchive" Personal folder.

Delete The user can delete his references to the messages that he contributed to the MyArchive Personal folder. After a user deletes his reference to a message, that message will no longer be found by the user in My Contributed Items searches. If the user's reference is the last reference on the message, then the actual message is removed from the MyArchive Personal folder.

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Solution Create a Personal folder (named MyArchive in this example) and map it to an archive folder with a retention of two years. Create user-directed archiving (UDA) activities to archive personal messages for the users to the MyArchive Personal folder. Create a PST archive activity against the MyArchive Personal folder to collect messages from existing PST files.

The user permissions for the MyArchive Personal folder are the same as shown in Table 10 on page 208.

Example of using mapped folders for SharePoint archiving Business requirement You have 10,000 employees, and want them to be able to find their own SharePoint content that has been archived from the SharePoint farm, for up to two years.

Solution Create an Organization folder (named SharePoint Archive in this example) and map it to an archive folder with a retention of two years. Create a SharePoint Archive activity to archive the SharePoint content for all users to the SharePoint Archive Organization folder.

The following table describes the user permissions for the SharePoint Archive Organization folder:

Table 11 Example: User permissions for a SharePoint archive

Permission Description

Owner Not applicable.

Contributor Not applicable.

My Files Not applicable.

Read All The Access Account used for Archive Search in SharePoint needs Read All permission. SharePoint users do not need folder permissions to use Archive Search in SharePoint.

Administrator Administrators can perform an Administrator search, to read, retrieve, and delete any SharePoint content in the SharePoint Archive folder.

Delete Not applicable.

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Example of using mapped folders for file archiving Business requirement You have 10,000 employees, and want them to be able to find their own files that have been archived from the file systems, for up to two years.

Solution Create an Organization folder (named File Archive in this example) and map it to an archive folder with a retention of two years. Create a File Archive activity to archive the files for all users to the File Archive Organization folder.

The following table describes the user permissions for the File Archive Organization folder:

Example of using Legal Hold mapped folder for EMC SourceOne Discovery Manager

Business requirement You have 10,000 employees, and a legal staff that conducts investigations and needs to search email archived in the company. Your email archive is set up as follows:

"Folder1" Community folder - All email deemed relevant to the business for all 10,000 users. Retention is three years.

"Folder2" Personal folder - All personal email for 10,000 users. Retention is two years.

Table 12 Example: User permissions for a file archive

Permission Description

Owner Not applicable.

Contributor Not applicable.

My Files Users can perform a My Files search to read their files in the File Archive folder.

Read All Users can perform an All Items search to read all files in the File Archive folder.

Administrator Administrators can perform an Administrator search, to read, retrieve, and delete any files in the File Archive folder.

Delete Not applicable.

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You want the legal staff to run EMC SourceOne Discovery Manager, create legal matters, search all archived mail, and place relevant mail on hold in the matter.

Solution Create a Legal Hold folder (named "Matters" in this example). In EMC SourceOne Discovery Manager, the Matter Manager creates new matters, and specifies the "Matters" folder as the hold folder for a new matter.

The following table describes the user permissions for the "Folder1" Community folder and the "Folder2" Personal folder for EMC SourceOne Discovery Manager:

The following table describes the user permissions for the "Matters" Legal Hold folder for EMC SourceOne Discovery Manager:

Table 13 Example: User permissions for email archive for Discovery Manager

Permission Description

Owner Not applicable.

Contributor Not applicable.

My Files Not applicable.

Read All Assign Read All permission to the EMC SourceOne primary service account, which must be able to search the Folder1 Community folder and the Folder2 Personal folder.

Administrator Not applicable.

Delete Not applicable.

Table 14 User permissions for Legal Hold folder

Permission Description

Owner Not applicable.

Contributor Not applicable.

My Files Not applicable.

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Read All Not applicable.

Administrator Assign Administrator permission to the EMC SourceOne primary service account, which must be able to read, write and delete items in the Matters hold folder.

Delete Not applicable.

Table 14 User permissions for Legal Hold folder

Permission Description

Configuring Worker Servers 213

7

Describes how to configure worker servers for EMC SourceOne, and is organized as follows:

Introduction ...................................................................................... 214 Viewing workers and their roles.................................................... 215 Viewing or editing worker properties .......................................... 217 Controlling workers......................................................................... 221 Tuning worker server job access to servers.................................. 223

Configuring Worker Servers

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Introduction Use the Servers node in the EMC SourceOne console to configure and control worker servers.

Use the Configuration tab to view worker roles, specify the types of jobs that workers can run, and control workers.

Refer to the following sections for details:

Viewing workers and their roles on page 215

Viewing or editing worker properties on page 217

Controlling workers on page 221

Use the Tuning tab to control how many worker jobs can connect to a server at one time.

Refer to Tuning worker server job access to servers on page 223 for more details.

Viewing workers and their roles 215

Configuring Worker Servers

Viewing workers and their roles To view the list of workers, and their roles if already assigned:

1. In the EMC SourceOne console, expand the EMC SourceOne node in the left pane.

2. Click the Servers node.

3. Click the Configuration tab.

Figure 42 Viewing workers and roles

The Servers results pane lists information about each worker server currently registered in the EMC SourceOne system as described in Table 23, Worker server information display.

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Table 23 Worker server information display

Column Describes

Name The name of the worker server.

State The current state of the worker server. Possible values are: Available - Indicates that the server is available to accept jobs. Working - Indicates that the server is currently processing one or more

jobs. Paused - Indicates that the server has been suspended by the user. Off Duty - Indicates that the server is currently not accepting jobs. Unresponsive - Indicates that the server has stopped responding. Restart - Indicates that the server has just started and will not accept jobs

until the dispatcher updates the server state. Suspended for backup - Indicate that server has been temporarily paused

for backup operations.

Roles The types of jobs (activities) that have been assigned to each worker server. To assign types of jobs (activities) to a worker, refer to Viewing or editing worker properties on page 217.

Viewing or editing worker properties 217

Configuring Worker Servers

Viewing or editing worker properties To view or edit the properties of a worker server:

1. In the EMC SourceOne console, expand the EMC SourceOne node in the left pane.

2. Click the Servers node.

3. Click the Configuration tab.

4. Select the worker in the list.

5. Select Action > Properties.

The Server Properties dialog box opens.

Figure 43 Server Properties (worker roles)

6. To edit worker properties, refer to:

Specifying types and numbers of jobs for a worker on page 218

Specifying the polling time interval for a worker on page 220

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Specifying types and numbers of jobs for a worker

Job types In the first column of the Server Properties dialog box, the selected check boxes indicate the types of jobs (activities) that the worker is allowed to run. The job types that are available depend on the EMC SourceOne components that you have installed, as described in the following table.

Table 24 SourceOne components and job types

SourceOne component Job types

Email Management Archive - Historical Archive - Personal Mail Files Archive - User Directed ARchive Delete - Historical Delete - User Directed Archive Delete - User Initiated Delete Find - Microsoft Office Outlook PST Journal Migrate - Microsoft Office Outlook .PST Restore Shortcuts - Historical & User Directed Archive Shortcut - Historical Shortcut - User Directed Archive Update Shortcuts - Historical & User Directed Archive For descriptions of email management activity types, refer to Chapter 16, Configuring Email Management Activities.

EMC SourceOne for Microsoft SharePoint, SharePoint Archive

EMC SourceOne for File Systems File Archive - Historical File Delete - Historical File Restore - Historical

EMC SourceOne Search or Discovery Manager The following job types do not have corresponding activities in the Activity wizard, because they are performed directly by users in EMC SourceOne Search or Discovery Manager: Delete A user deletes messages using EMC SourceOne Search. Export A user copies or restores messages to a folder using EMC

SourceOne Search or copies messages to a hold folder in Discovery Manager.

Export Discovery Manager A user exports messages from Discovery Manager.

Query A user performs a search in EMC SourceOne Search. Query Discovery Manager A Discovery Manager user performs a search

in Discovery Manager.

Viewing or editing worker properties 219

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Job limit The Job Limit column indicates the maximum number of jobs of each type that the worker may run simultaneously. The default is 4 jobs.

Procedure To specify the types of jobs (activities), and maximum number of jobs a worker may run simultaneously:

1. Access the General tab in the Server Properties dialog box, as described in Viewing or editing worker properties on page 217.

2. For each job type, do one of the following steps:

To allow the worker to run jobs of this type, select the check box next to the job type.

To prevent the worker from running jobs of this type, clear the check box next to the job type.

3. To specify the maximum number of jobs that a worker may run simultaneously for a job type:

a. Do one of the following steps:

Double-click the number in the Job Limit column. Click the task name to highlight the line, then click Set

Limit. The Server Job Limits dialog box opens.

b. In the Instance limit field, either edit the value directly or click the increment/decrement buttons.

Valid values are integers in the range 1 - 25.

(Deselecting the check box for a job type is equivalent to an Instance limit of 0.)

Figure 44 Figure 3-31 Server Job Limits

c. Click OK to close the Server Job Limits dialog box.

4. To change the poll time limit, refer to Specifying the polling time interval for a worker on page 220.

5. Click OK to save your changes and to close the Server Properties dialog box.

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Specifying the polling time interval for a worker The Polling time interval field indicates how often the Job Dispatcher polls the worker for jobs, in seconds.

For workers with the Search role, the default is 2 seconds. This short polling interval provides better responsiveness to client applications (Search, Discovery Manager) that issue real-time interactive queries to the system through jobs.

For other workers, the default is 10 seconds.

You can edit the Polling time interval if necessary to improve performance or responsiveness.

The minimum value for the Polling time interval field is 2 seconds. The maximum value is 10 seconds.

Considerations and recommendations Consider the effects of the polling time on traffic and

responsiveness:

A low polling time value increases traffic, but improves responsiveness.

A high polling time value decreases traffic, but also decreases responsiveness.

If multiple roles (including Search) are configured on a worker, specify the shortest polling interval.

For example, assume WorkerA has the Delete, Export, and Query (Search) roles assigned to it. If these roles were on separate workers, the default polling time values for each worker would be 10 seconds, 10 seconds, and 2 seconds respectively. You should set the polling time for WorkerA to be that of the Query (Search) role, which is 2 seconds.

Procedure To change the polling time for a worker:

1. Access the General tab in the Server Properties dialog box, as described in Viewing or editing worker properties on page 217.

2. Edit the Polling time interval field by clicking the increment/decrement buttons or by typing the value directly.

3. Click OK to save your changes and to close the Server Properties dialog box.

Controlling workers 221

Configuring Worker Servers

Controlling workers You can control a worker server by using actions to change its state.

To control a worker:

1. In the EMC SourceOne console, expand the EMC SourceOne node in the left pane.

2. Click the Servers node.

3. Click the Configuration tab.

4. Select the worker that you want to control.

5. Select Action > action, where action is one of the options described in the following table.

Note: The available actions vary, depending on the current state of the worker.

Table 25 Controlling worker servers

Action Description Action available when worker is in this state Changes worker state to

Pause Makes the worker temporarily unavailable for starting new jobs. Pauses all currently running jobs on the worker. Use the Backup action to suspend a worker for backup, not the Pause action.

Available, Working Paused

Stop Stops all jobs on the worker. Running jobs stop and do not complete. Makes the worker temporarily unavailable for starting new jobs.

Available, Paused, Working

Off Duty

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Note: To view the latest changes, press F5 (Refresh). The list may take a few moments to update.

Start/Resume Resumes the worker so that it can accept jobs. Resumes all paused jobs on the worker.

Paused Working, if jobs were running when the worker was paused

Available, if no jobs were running when the worker was paused

Delete Removes the worker from the list. Unresponsive Removed

Backup Makes the worker temporarily unavailable for starting new jobs, except for search jobs, and prepares the worker for backup. Pauses all currently running jobs on the worker, except for search jobs.

Start/Resume Suspended for Backup

Table 25 Controlling worker servers

Action Description Action available when worker is in this state Changes worker state to

Tuning worker server job access to servers 223

Configuring Worker Servers

Tuning worker server job access to servers You use the Tuning tab to control how many worker server jobs can simultaneously connect to a Domino mail server, Exchange mail server or SharePoint server as described in the following sections:

Understanding and using the Tuning tab on page 223

Changing the tuning server limit default value on page 225

Changing the tuning server limit value on page 226

Best practices for changing Tuning tab server limit values on page 227

Understanding and using the Tuning tab You use the Tuning tab to control how many EMC SourceOne jobs can simultaneously connect to your Domino, Exchange, or SharePoint server.

The Tuning tab display is automatically updated with the servers accessed by EMC SourceOne when jobs created by activities connect to those servers.

You display the Tuning tab by doing the following:

1. In the EMC SourceOne console, expand the EMC SourceOne node in the left pane.

2. Click the Servers node.

3. Click the Tuning tab. The Tuning tab is displayed.

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Figure 45 Using the Servers node Tuning tab

The Tuning tab lists the following information about each server displayed:

Server

The unique name of the server.

Type

The type of server. This value will be Domino, Exchange, or SharePoint.

Limit

The total number of EMC SourceOne jobs that can simultaneously connect to the server. The default value is 4. The range for this value is 1 to 100.

You can change the default limit value automatically assigned to any server when it is first added to the Tuning tab display as described in Changing the tuning server limit default value on page 225.

You can also change the limit value assigned to a specific server as described after it has been added to the Tuning tab display as described in Changing the tuning server limit value on page 226.

Current

Tuning worker server job access to servers 225

Configuring Worker Servers

The current number of EMC SourceOne jobs that are connecting to the server. The range for this value is 0 to 100, with 0 indicating that no jobs are connected to the server.

Changing the tuning server limit default value By default, all servers that are added to the Tuning tab are initially assigned a default limit value of 4, indicating that a maximum of 4 jobs can connect to the server at one time.

Best practices for changing Tuning tab server limit values on page 227 describes when it is best to change the limit value.

You can change this initial default limit value by doing the following:

1. With the Tuning tab displayed, select Action > Set Default Limit. The Server Limit Default dialog displays.

Figure 46 Tuning tab Server Limit Default dialog

2. Replace the value displayed in the Limit value field with a new value from 1 to 100.

3. Click OK.

Any servers that are added to the Tuning tab after this change will have a limit value set to the value you have entered.

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Changing the tuning server limit value By default, all servers that are added to the Tuning tab are assigned a default limit value of 4, indicating that a maximum of 4 jobs can access the server at one time.

Best practices for changing Tuning tab server limit values on page 227 describes when it is best to change the limit value.

You can change this default limit value by doing the following:

1. With the Tuning tab displayed, select Action > Set Limit. The Server Limit dialog displays.

Figure 47 Tuning tab Server Limit dialog

2. Replace the value displayed in the Limit value field with a new value from 1 to 100.

3. Click OK.

Any servers that are added to the Tuning tab after this change will have a limit value set to the value you have just entered.

Tuning worker server job access to servers 227

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Best practices for changing Tuning tab server limit values Whether you should change the default value for the server limit or default server limit from 4 to some other number, depends on your computing environment.

If the performance of your servers is significantly impacted by the activity jobs connecting to them, you may want to reduce the number of jobs connecting to each these servers by reducing the server limit value as described in Changing the tuning server limit value on page 226.

Note that reducing the number of jobs that can access each server may increase the amount of time it takes for an activity to complete, since it may cause some of the activity jobs to wait to access the server.

You may also want to reduce the default server limit value so that any newly discovered servers get the reduced value automatically. Setting the default server limit is described in Changing the tuning server limit default value on page 225.

If your servers are not impacted by the current number of activity jobs connecting to them, and activities complete in a workable amount of time, there is no need to modify the server limit value.

If the performance of your servers are not impacted by the activity jobs connecting to them, and you want to shorten the time it takes for an activity to complete, you may want to increase the number of jobs connecting to each these servers by increasing the server limit value as described in Changing the tuning server limit value on page 226.

You may also want to increase the default server limit value so that any newly discovered servers get the increased value automatically. Setting the default server limit is described in Changing the tuning server limit default value on page 225.

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Configuring Applications and Web Services 229

8

Describes how to configure applications and Web services used by EMC SourceOne and is organized as follows:

Introduction ...................................................................................... 230 Editing global settings for applications and Web services......... 231 Editing settings for Retrieval Web service.................................... 238 Auditing search operations ............................................................ 240 Editing settings for Shortcut Web service and mobile restore... 251 Editing settings for EMC SourceOne Web Search application .. 255 Editing settings for EMC SourceOne Web Search server ........... 266

Configuring Applications and Web

Services

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Introduction In the EMC SourceOne console, use the Application Configuration node to specify settings for EMC SourceOne applications and Web services.

The Application Configuration node has four subnodes:

Global Settings - Refer to Editing global settings for applications and Web services on page 231.

Retrieval - Refer to Editing settings for Retrieval Web service on page 238.

Universal URL - Refer to Editing settings for Shortcut Web service and mobile restore on page 251.

Web Search - Refer to Editing settings for EMC SourceOne Web Search application on page 255 and Editing settings for EMC SourceOne Web Search server on page 266.

Figure 48 Application Configuration subnodes

Editing global settings for applications and Web services 231

Configuring Applications and Web Services

Editing global settings for applications and Web services To configure global settings for EMC SourceOne applications and Web services:

1. In the EMC SourceOne console, expand the Application Configuration node.

2. Double-click the Global Settings node.

The Global Settings dialog displays.

Figure 49 Global Settings dialog

3. Edit the settings on this page, as described in Table 26 on page 232.

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Table 26 Global Settings properties

Field/option Description

Supported environments Specifies the mail environments supported at your site. By default, all options are selected. Clear the check box for any mail environment that is not applicable.

Note: EMC SourceOne Email Management supports the use of an SMTP environment if it is part of an Exchange or Domino mail environment. An SMTP environment without Exchange or Domino is not supported.

The following are valid values: IBM Lotus Domino Microsoft Exchange Microsoft Office 365 Also determines whether to use Exchange or Domino to resolve LDAP queries for user permissions on mapped folders. If both Exchange and Domino mail environments are selected and you run an LDAP query for mapped folder permissions, an error occurs for the invalid mail platform.

Editing global settings for applications and Web services 233

Configuring Applications and Web Services

4. Apply the changes you made on this page, as described in Applying changes after editing environments settings on page 234.

Archive deletion eligibility period

Specifies the age of mail items that users can delete by selecting one of the following options: Allow all dates - (Default) Select this option if the age of the mail item does not matter. Newer than - Select this option to restrict the activity to a sliding date window. Only those mail

items that were deleted by users within the specified time after the Received Date will be deleted from the archive. The maximum age value in the first field is 18263 days (50 years plus 13 days to account for leap years), regardless of the units you select in the second field. Negative numbers and non-numeric characters are invalid.

This option is used by the User Delete feature and applies to user deletions from the archive done through EMC SourceOne Search and the mail client. The Delete - User Initiated Delete activity uses this option. The best practice for using this option is to specify a narrow date window to limit the number of volumes, indexes, and database partitions that are affected. The Archive deletion eligibility period option Is enforced for user deletes performed through: the mail client (processed by Delete - User Initiated Delete activities) My Contributed Items searches in EMC SourceOne Search The Archive deletion eligibility period option is not enforced for Administrator deletes performed in EMC SourceOne Search. When you change the value of this option, existing activities continue to use the previous value. New activities use the new value. For more information about the User Delete feature, refer to Chapter 24, Configuring User Delete.

Mail User Synchronization Specifies when to start synchronization with the User Delete feature. Refer to Initializing the address cache for User Delete on page 235 and for more general information about the User Delete feature, refer to Chapter 24, Configuring User Delete.

Cloud Tiering Appliance (CTA) Integration

Specifies whether to enable the launching of the CTA console from within the EMC SourceOne console. This is disabled by default. Refer to Chapter 15, Configuring CTA Integration, for more information on CTA integration.

Table 26 Global Settings properties (continued)

Field/option Description

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Applying changes after editing environments settings When EMC SourceOne is installed, all supported mail environments displayed in the Global Settings dialog box are enabled by default. Although you can change the supported environments settings to reflect your mail environment (for example, selecting only Microsoft Exchange), the first user who logs in to the EMC SourceOne Search application will see both Microsoft Windows and IBM Lotus Domino as choices in the Log on to: list.

After you change the Supported environments setting in the Global Settings dialog box, or the Default authentication environment setting in the Client Settings tab of the Web Search dialog box (Editing settings for EMC SourceOne Web Search application on page 255), you must perform the following procedure on each web server on which you installed EMC SourceOne Search.

For example, if you deployed four instances of EMC SourceOne Search in a web farm, you must perform the following procedure on each of those four web servers, so that the settings can be saved to the local settings file of each server.

To apply changes:

1. Access the EMC SourceOne Search application.

2. Log in using the appropriate login method (Microsoft Windows or IBM Lotus Domino) for your environment.

3. Log out of the Search application.

Subsequent EMC SourceOne Search users will see only the supported environments configured in the Global Settings dialog box.

Note: If you change the supported environments settings in the future, wait at least 10 minutes for the settings to propagate through the system and repeat this procedure.

Editing global settings for applications and Web services 235

Configuring Applications and Web Services

Initializing the address cache for User Delete The Start Sync button in the Global Settings dialog is used only for the User Delete feature.

The following components use an address cache to distinguish internal recipients from external recipients:

Journal activities that archive to Personal or Community mapped folders

the Folder Conversion utility

Before you create a Journal activity to a Personal or Community folder, you must initialize the address cache. This step synchronizes all mail users with SourceOne, based on the mail systems you select at the top of the Global Settings dialog box.

IMPORTANT! If you do not initialize the address cache, then you will not be able to create Journal activities that archive to Personal or Community folders. In addition, permissions on mapped folders do not take effect until the address synchronization completes. Users will not be able to search or retrieve items from those mapped folders until the synchronization completes.

After the initial synchronization completes, subsequent incremental synchronizations are much faster. For example, in a large environment with more than a million addresses, the initial synchronization can take several hours, but subsequent synchronizations take less than 30 minutes.

You only have to initialize the address cache once. If you select a second mail environment later, refer to Synchronizing the address cache after adding another mail system on page 237.

Note: If you already ran the Folder Conversion utility, then the address cache is initialized and you do not have to perform the following procedure.

For more information about the User Delete feature and the Folder Conversion utility, refer to Chapter 24, Configuring User Delete.

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Best practice Add new users to the mail system at least one day before they arrive, so that their addresses are synchronized before their mail starts to be archived.

Procedure To initialize the address cache:

1. In the EMC SourceOne console, expand the Application Configuration node.

2. Double-click the Global Settings node.

The Global Settings dialog box opens.

Figure 1 Global Settings properties

3. To specify the mail systems that you want to synchronize with SourceOne:

a. In the Supported environments area, select the mail systems.

b. Click OK to save your changes.

Note: If you do not save your changes, then you will be prompted to do so when you click the Start Sync button.

Editing global settings for applications and Web services 237

Configuring Applications and Web Services

Note: If you have a mixed mail environment (both Exchange and Domino are selected), then Outlook must be the default mail client.

4. Do one of the following steps:

If the Start Sync button is disabled, then the initial synchronization is either already in progress or is complete. Skip the rest of this procedure.

Note: If you already performed the initialization for one mail system and you added a second mail system in step 3, refer to Synchronizing the address cache after adding another mail system on page 237.

If the Start Sync button is available, then the initial synchronization has not occurred. Click the Start Sync button.

5. Before creating a Journal activity to a Personal or Community folder, verify that the Sync Status is Synchronization complete.

To view updated status, close the Global Settings dialog box and then reopen it.

Synchronizing the address cache after adding another mail system If you initialize the address cache for one mail system, and then later you select a second mail system in the Global Settings dialog box, you cannot use the Mail User Sync button to re-initialize the address cache. The button becomes unavailable after the initial synchronization.

Instead, you must wait for the daily address synchronization to occur before you create Journal activities to Personal or Community folders for the new mail system. To verify that the daily synchronization is complete, look at the Event log for the ExAddressCacheService status: Successfully completed sync for data source All Mail Users.

Figure 2 Event log - Address cache synchronized successfully

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If you create Journal activities to Personal or Community folders for the new mail system before the daily synchronization is complete, you will be able to save the activity because an address cache already exists. However, since the existing address cache does not have the addresses of the new mail system users, mail items that do not have an internal owner and that are journaled to Personal or Community folders will be marked as having an unknown owner. This protects the mail item from being deleted; users would not be able to delete the message as intended due to ownership assignments.

Editing settings for Retrieval Web service To configure settings for the EMC SourceOne Retrieval Web service:

1. In the EMC SourceOne console, expand the Application Configuration node.

2. Double-click the Retrievalnode.

The Retrieval dialog box opens.

Figure 50 Retrieval properties

3. Edit the settings, as described in the following table.

4. Apply the changes, as described in Applying changes to Security Group Name on page 239.

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Configuring Applications and Web Services

Applying changes to Security Group Name After you change the Security group name in the Retrieval dialog box, you must restart the Document Management Service. For example, if you do not restart the Document Management Service, then OWA users cannot access messages that have been shortcut.

Table 27 Retrieval properties

Field Description Valid range of values Default value

Security group name

Specifies the Active Directory security group whose members can retrieve messages and documents from the archive. Click Browse to select the EMC SourceOne security group, because that group contains all of the EMC SourceOne service accounts as members.

Note: You do not need to specify the Security group name if you use a single EMC SourceOne service account for all EMC SourceOne services.

The EMC SourceOne security group is described in more detail in the EMC SourceOne Email Management Installation Guide.

A valid Active Directory security group.

Blank

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Auditing search operations Describes how to audit SourceOne Search operations. This section is organized as follows:

Before you begin on page 240

About search roles on page 240

Auditing search operations performed using the Administrator search type on page 241

Auditing search operations performed by specific users on page 244

Note: These auditing options do not apply to SourceOne Discovery Manager searches. Auditing is always on for Discovery Manager search operations.

Before you begin For an overview of auditing, refer to Chapter 25, Auditing and Reporting.

About search roles Auditing recognizes two search roles, based on the type of search that is performed in EMC SourceOne Search, as described in Table 28 on page 240.

Table 28 Search roles and search types

Search role recognized by auditing and reporting Search type in SourceOne Search What is audited

Administrator Administrator All searches performed using the Administrator search type are audited.

Audited User My Items, My Contributed Items, All Items Searches performed using the My Items, My Contributed Items, or All Items search types are audited for a user only if the user is explicitly identified as an audited user. Typically, audited users are certain managers and executives who are required to have their searches audited.

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Refer to Chapter 6, Configuring Mapped Folders, for more information about search types and the associated permissions required on mapped folders.

Note: An Administrator search role and an EMC SourceOne system administrator are distinct concepts and are not necessarily the same person. An EMC SourceOne system administrator cannot perform Administrator searches until he is granted Administrator permission on the mapped folders that he wants to search.

The audit options are organized by search role (Administrator and Audited Users). Refer to:

Auditing search operations performed using the Administrator search type on page 241

Auditing search operations performed by specific users on page 244

Auditing search operations performed using the Administrator search type To audit search operations that were performed using the Administrator search type:

1. In the EMC SourceOne console, expand the Application Configuration node.

2. Double-click the Search Audit Settings node.

The Search Audit Settings dialog box opens.

3. Click the Administrator Audit Settings tab.

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Figure 51 Administrator Audit Settings tab

4. Edit the settings, as described in Table 29 on page 243.

Note: By default, all search operations are audited for the Administrator search type. You can cannot turn off this auditing. You can choose to audit details of the items that are processed by each type of search operation.

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Table 29 Administrator Audit Settings

Checkbox Description Default value

Audit search activities Cannot be turned off. Audits searches of archived content that were performed using the Administrator search type. Audited information is displayed in the Search Activity report.

Selected

Audit search result view activities Cannot be turned off. Search views are always audited for the Administrator search type. Audits the viewing and previewing of archived content that were performed using the Administrator search type. It records information about the document, job, and mapped folder for every document viewed. Audited information is displayed in the Documents Viewed report.

Selected

Audit restore activities Cannot be turned off. Audits the Restore operations that were performed using the Administrator search type. Audited information is displayed in the Search Restore report.

Selected

Capture document details Audits the details of the copied items. This option has higher system impact because EMC SourceOne stores a summary of every document that is restored. This option can generate a large amount of data quickly if large numbers of items are restored. Guideline: Enable this option only if you must track specific documents that are restored. Audited information is displayed in the Documents Restored report.

Not selected

Audit delete activities Cannot be turned off. Audits the Delete operations that were performed using the Administrator search type. Audited information is displayed in the Search Delete report.

Selected

Capture document details Audits details of the restored items. This option has some system impact because SourceOne stores a summary of every document that is deleted. The impact can be lower for Delete operations than for Restore or Copy To operations, because typically fewer items are deleted per operation. Guideline: Enable this option, due to the destructive nature of delete operations (documents are deleted from the archive). Audited information is displayed in the Documents Deleted report.

Not selected

Audit copy to folder activities Cannot be turned off. Audits the Copy To operations that were performed using the Administrator search type. Audited information is displayed in the Search Copy report.

Selected

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Auditing search operations performed by specific users This section describes how to track search operations for audited users. For a definition of who are audited users refer to About search roles on page 240.

To audit search operations performed by specific users:

1. In the EMC SourceOne console, expand the Application Configuration node.

2. Double-click the Search Audit Settings node.

The Search Audit Settings dialog box opens.

3. Continue to Specifying search operations to audit for audited users on page 244.

4. Continue to Specifying users to audit on page 247.

Specifying search operations to audit for audited users To specify the search operations to audit for audited users:

1. In the Search Audit Settings dialog box, click the Audited User Audit Settings tab.

Capture document details Audits details of the deleted items. This option has higher system impact because EMC SourceOne stores a summary of every document that is copied. This option can generate a large amount of data quickly if large numbers of items are copied. Guideline: Enable this option only if you must track specific documents that are copied. Audited information is displayed in the Documents Copied report.

Not selected

Table 29 Administrator Audit Settings (continued)

Checkbox Description Default value

Auditing search operations 245

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Figure 52 Audited User Audit Settings tab

Figure 53 Audited User Audit Settings tab - auditing enabled (example)

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2. Edit the settings, as described in Table 30 on page 246.

By default, search operations are not audited for users who perform searches using the My Items, My Contributed Items, or All Items search types. You can configure auditing of selected search operations for specified users. You can also audit details of the items that are processed by each type of search operation.

Table 30 Audited User Audit Settings

Checkbox Description Default value

Enable Audited User Auditing When you select this checkbox: Other checkboxes on this tab become available for editing. The Audited Users tab becomes available.

Not selected

Audit search activities Audits searches of archived content performed by specified users using the My Items, My Contributed Items, or All Items search type. (To specify audited users, refer to Auditing search operations performed by specific users on page 244.) This option has low system impact. Guideline: Enable this option if you need to know what searches were performed by audited users. Audited information is displayed in the Search Activity report.

Not selected

Audit search result view activities Audits the viewing and previewing of archived content performed by specified users using the My Items, My Contributed Items, or All Items search type. It records information about the document, job, and mapped folder for every document viewed by an audited user. This option has low system impact. Guideline: Enable this option if you need to know what documents were viewed by specific users, especially if archived documents contain sensitive information and it is important to know who accessed the documents. Audited information is displayed in the Documents Viewed report.

Not selected

Audit restore activities Audits the Restore operations performed by specified users using the My Items, My Contributed Items, or All Items search type. This option has low system impact. Guideline: Enable this option if you need to know about restore operations performed by audited users. Audited information is displayed in the Search Restore report.

Not selected

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Specifying users to audit To audit search operations performed using My Items, My Contributed Items, or All Items search types, you must explicitly identify the users. Typically, audited users are certain managers and executives who are required to have their searches audited.

To specify the users to audit, in the Search Audit Settings dialog box:

1. Click the Audited Users tab.

Note: If the Audited Users tab is not available, select the Enable Audited User Auditing checkbox on the Audited User Audit Settings tab. Refer to Specifying search operations to audit for audited users on page 244.

Capture document details Audits details of the restored items. This option has higher system impact because EMC SourceOne stores a summary of every document that is restored. This option can generate a large amount of data quickly if large numbers of items are restored. Guideline: Enable this option only if you must track specific documents that are restored. Audited information is displayed in the Documents Restored report.

Not selected

Audit delete activities Audits the Delete operations performed by specified users using the My Items, My Contributed Items, or All Items search type. This option has low system impact. Guideline: Enable this option, due to the destructive nature of delete operations (documents are deleted from the archive). Audited information is displayed in the Search Deleted report.

Not selected

Capture document details Audits details of the deleted items. This option has some system impact because EMC SourceOne stores a summary of every document that is deleted. The impact can be lower for Delete operations than for Restore operations, because typically fewer items are deleted per operation. Guideline: Enable this option, due to the destructive nature of delete operations (documents are deleted from the archive). Audited information is displayed in the Documents Deleted report.

Not selected

Table 30 Audited User Audit Settings (continued)

Checkbox Description Default value

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Figure 54 Audited Users tab

2. In the Maximum audited users field, specify the maximum number of users to audit. For a definition of who are audited users, refer to About search roles on page 240.

The default is 20. This value must be an integer in the range 1 - 50.

Note: The maximum is 50 users to prevent performance or storage issues.

3. Create an LDAP query to specify the users that you want to audit. Refer to the section on LDAP in Chapter 16, Configuring Email Management Activities.

4. To test the LDAP query, refer to Testing the LDAP query for Audited Users on page 249.

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5. Immediately after you save the configuration settings, the specified LDAP query is executed to synchronize the users with the address cache. Audits will occur after the initial synchronization completes. The synchronization also occurs periodically according to the address cache synchronization schedule. The Sync Status field show the status of the synchronization:

Not synchronized - The initial state, before the first synchronization occurs.

Complete - The synchronization was successful. The date and time of the last successful synchronization is displayed.

Failed - A synchronization error occurred. The date and time of the last successful synchronization is displayed.

Verify that the Sync Status field shows a status of Complete.

To display the latest status, click Refresh Status.

Note: The Refresh Status button does not perform a synchronization. It updates the display of the status information.

Testing the LDAP query for Audited Users Testing the LDAP query in the Audited Users tab is optional, but it is helpful to avoid errors later when the query is synchronized with the address cache.

1. To test the LDAP query, click Execute.

The results are displayed in the Test Results area.

2. If the number of results resolves to more than the number of users specified in the Maximum audited users field, then an error displays:

The LDAP Query is invalid for the following reasons: The LDAP Query resulted in more users than are allowed. Please refine your query or increase the maximum allowed users. Failure to do so results in errors when this query is synchronized later.

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To fix the problem, do one of the following steps:

Refine the LDAP query to retrieve fewer users.

Increase the value in the Maximum audited users field.

Note: You are allowed to save changes even if the query returns more than the number of users specified in the Maximum audited users field. However, the set of audited users recognized by auditing will remain unchanged until the LDAP query resolves to a count less than the value you specified in the the Maximum audited users field. Synchronization errors are recorded in the event log on the SourceOne Master server, and the synchronization fails.

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Editing settings for Shortcut Web service and mobile restore The EMC SourceOne Universal URL feature provides a platform-independent mechanism to restore shortcut emails and files.

Email clients such as Microsoft Entourage and OWA Light, and mobile Exchange email clients (such as the Research in Motion Blackberry), use the Universal URL. When a user clicks on a URL link embedded in the body of a shortcut message, the email client starts a Web browser. Refer to Using shortcuts with email clients supported by the Universal URL feature on page 254 for more information.

Note: In an Exchange environment, delegate users cannot use the universal URL to resolve shortcuts in the delegate mailbox. Delegate users can use Offline Access to resolve the shortcut.

For EMC Source One for File Systems, the Universal URL is required if you want to use the Shortcut files option when you create a File Archive activity.

IMPORTANT! In the External URL field, specify the DNS CNAME alias of the server that is running the SourceOne Mobile Services. Do not specify a fixed IP address or a hostname, because IP addresses and hostnames can change. File shortcuts that have incorrect URL information cannot be updated.

If you do not configure the Universal URL/External URL, you will not be able to create activities to shortcut email or files.

Persistence of configuration information Configuration information is cached. The cache is refreshed before any mobile pages load, not just the login page. If the configuration cache has expired, the edited list of restricted extensions takes effect on the next page load.

Certain settings, such as Logon information cookie timeout and Session cookie timeout, are reset when the user logs out and logs in again.

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Procedure To configure settings for the EMC SourceOne Universal URL, including mobile restore:

1. In the EMC SourceOne console, expand the Application Configuration node.

2. Double-click the Universal URLnode.

The Universal URL dialog box opens.

Figure 55 Universal URL properties

3. Edit the settings, as described in the following table.

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Table 31 Universal URL properties

Field/option Description Valid range of values Default value

Enable universal URL Enable or disable the URL of the server on which EMC SourceOne Mobile Services is installed for use by external clients.

Note: The other options in the Universal URL dialog box are available only if the Enable universal URL checkbox is selected.

Do one of the following steps: To enable the URL, select

the Enable universal URL check box.

To disable the URL, clear the Enable universal URL check box.

Selected (URL of the Shortcut Web server is enabled.)

External URL In Exchange environments, specify the URL of the server on which EMC SourceOne Mobile Web services is installed for use by external clients.

Note: Use SSL (https).

Format: https://MobileServicesServer.domain.com

Blank

Default restore folder Specify the default mail client folder in which to restore messages.

Do one of the following steps: Select Default Inbox. Select Custom folder,

then type the name of the custom folder.

Note: Do not specify nested folders for a custom folder.

Default Inbox

Restricted extensions (comma delimited)

Lists the file extensions to exclude from retrieval.

When adding extensions, use commas to separate extensions in the list.

See dialog box for list of extensions restricted by default.

Save logon information Specify whether or not users will be able to save logon information as a cookie on their computers.

Do one of the following steps: To allow users to save

logon information, select the Save logon information check box.

To prevent users from saving logon information, clear the Save logon information check box.

Selected (Users can save logon information.)

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Using shortcuts with email clients supported by the Universal URL feature Email clients supported by the Universal URL, such as Microsoft Entourage and OWA Light, and mobile Exchange email clients (such as the Research in Motion Blackberry), typically rely on a pull mechanism to retrieve messages. Synchronization between mailbox shortcuts and the display of the retrieved shortcut messages in the email client may lag. This lag is caused by having large numbers of cached messages stored locally.

Users may avoid this retrieval and display lag by periodically synchronizing their email client mailbox to reduce their local cache size, if the email client has that capability.

Logon information cookie timeout (hours)

Specify how long to retain the logon information cookie on users computers.

8 - 720 (hours) (720 hours equals 30 days.)

8 (hours)

Session cookie timeout (minutes)

Specify the number of minutes before a user session times out.

30 - 60 (minutes) 30 (minutes)

Table 31 Universal URL properties (continued)

Field/option Description Valid range of values Default value

Editing settings for EMC SourceOne Web Search application 255

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Editing settings for EMC SourceOne Web Search application The configuration settings are cached by the Search application, and refreshed for a user at the next login after the cache expires. By default, the cache expiration timeout is 10 minutes.

Note: Your changes to these settings take effect after the web service retrieves an update from the database, which can take up to 20 minutes. Alternately, you can restart IIS using iisreset to force an immediate update.

To configure settings for the EMC SourceOne Web Search application:

1. In the EMC SourceOne console, expand the Application Configuration node.

2. Double-click the Web Search node.

The Web Search dialog box opens.

3. Click the Client Settings tab.

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Figure 56 Web Search properties - Client Settings

4. Edit the settings, as described in Table 32 on page 257.

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5. If you changed the Default authentication environment setting, apply the changes, as described in Applying changes after editing environments settings on page 234.

Table 32 Web Search properties - Client Settings

Field/option Description Valid range of values Default value

Maximum results Specify the maximum number of items that can be returned in search results.

10 - 100000 (items) 5000 (items)

User default maximum results

Specify the default maximum number of items that can be returned in search results.

10 - 100000 (items)

Note: This value must be less than or equal to the Maximum results value.

1000 (items)

Restricted extensions (comma delimited)

If an attachments extension matches one in this list, in the Search preview pane: The attachment displays as

a plain text attachment name instead of a clickable link for download.

A warning informs the user that the attachment was blocked for security reasons, and that the attachment can be viewed by opening the native message.

List the file extensions of email attachment types that you do not want users to download through links in the Search preview pane. Use commas to separate extensions in the list.

See dialog box for list of extensions restricted by default.

Default page size Specify the number of items to display per page in search results.

10 - 50 (items) 10 (items)

Default search type Specify the default type of search. The selected type will display in the Search Type field on the Search toolbar, described in the EMC SourceOne Search User Guide.

Administrator All Items My Items My Contributed Items

Note: The My Files search type is not available as a default

My Items

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Default authentication environment

Select the default authentication environment. The selected environment will be the default selection in the Log on to field in the Search logon screen.

Note: Refer to Applying changes after editing environments settings on page 234.

IBM Lotus Domino Microsoft Windows

Microsoft Windows

Application session timeout (minutes)

Specify the number of minutes before a search session times out.

Note: Refer to Changing the IIS Application Pool Idle Timeout on page 261

20 - 60 (minutes) 20 (minutes)

Maximum number of saved searches per user

Specify the maximum number of searches that a user can save. This setting affects the Save Search dialog box.

Note: A saved search includes search criteria, not results.

10 - 50 (saved searches) 10 (saved searches)

Enable delegate search Enables/disables delegate searches in SourceOne Search. This setting controls the display of the Search As button in the SourceOne Search toolbar for the following search types: My Items My Contributed Items All Items Delegate search (the Search As button) is never available for the following search types: Administrator My Files

Do one of the following steps: To enable delegate search,

select the Enable delegate search check box.

To disable delegate search, clear the Enable delegate search check box.

Selected (Users can perform delegate searches for the My Items, My Contributed Items, and All Items search types.)

Table 32 Web Search properties - Client Settings (continued)

Field/option Description Valid range of values Default value

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Enable web download of ONM Viewer

The EMC ONM Viewer is required to open Lotus Notes messages in search results. You can install it or allow users to download and install it. This setting controls the ability of users to download the ONM Viewer.

Do one of the following steps: To allow users to download

the ONM Viewer, select the Enable web download of ONM Viewer check box. Users are presented with the option to install the ONM Viewer the first time they try to view a Lotus Notes message. Users must have local administrator rights to install the viewer.

To prevent users from downloading the ONM Viewer, clear the Enable web download of ONM Viewer check box. Install the viewer according to the instructions in the EMC SourceOne Email Management Installation Guide.

Selected (Users can download the ONM Viewer.)

Table 32 Web Search properties - Client Settings (continued)

Field/option Description Valid range of values Default value

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Enable restore Controls whether archived email messages and file content can be restored using EMC SourceOne Search. Select the Enable restore

option to allow restoring messages to mailboxes and restoring files in EMC SourceOne Search. This is the default. For restoring messages, this is the behavior seen in previous versions of EMC SourceOne Search.

Clear the Enable restore option to not allow restoring messages to mailboxes and restoring files. When this option is cleared, the restore capability is removed and disabled for all search types in EMC SourceOne Search:

- The Restore tool bar button is removed. - The Restore context menu item on the search results grid is disabled.

This is the recommended setting when using the Journal activity with Office 365 content. Refer to Chapter 20, Using the Journal Activity for Office 365 Content, for more information.

Selected (Enables the Restore function in Search for messages and files)

Cleared (Disables the Restore function in Search for messages and files)

Selected

Table 32 Web Search properties - Client Settings (continued)

Field/option Description Valid range of values Default value

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Changing the IIS Application Pool Idle Timeout If you increase the value of the Application session timeout field in the EMC SourceOne console (on the Application Configuration > Web Search > Client Settings tab), you must perform the following procedure for the installed version of Internet Information Services (IIS) Manager:

If you are using IIS 6, do the following in IIS Manager:

1. In the left pane, expand the server node.

2. Expand the Applications Pools node.

3. Right-click the Search application pool and select Properties.

4. Click the Performance tab.

5. Increase the value of Idle timeout to a value that is greater than the value you set for Application session timeout in EMC SourceOne.

6. You may need to restart the application pool.

Enable file restore to alternate locations (requires Java applet)

Controls whether the Restore selected files to a new location option is available in the Restore Files dialog box in EMC SourceOne Search. Refer to Enabling file restore to alternate locations on page 262 for details.

Selected (Enables Restore selected files to a new location option in Search)

Cleared (Disables Restore selected files to a new location option in Search)

Selected

Enable default date range for Search

An unbounded date search can adversely affect search performance. To improve search performance, you can specify a default date range. Users can override this default in search.

Do one of the following steps: To enable a default date

range, select the Enable default date range for Search check box, then specify the date range in the associated fields. Refer to Specifying a default date range for Search on page 263 for details.

To disable a default date range, clear the Enable default date range for Search check box.

Cleared (A default date range is not specified.)

Table 32 Web Search properties - Client Settings (continued)

Field/option Description Valid range of values Default value

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If you are using IIS 7 or 7.5, do the following in IIS Manager:

1. In the Connections pane, expand the server node. Select Application Pools.

2. In the Application Pools pane, select the Search application pool.

3. In the Actions pane, select Advanced Settings.

4. In the Advanced Settings dialog box, increase the value of Idle timeout to a value that is greater than the value that you set for Application session timeout in EMC SourceOne.

5. You may need to restart the application pool.

Enabling file restore to alternate locations If the Enable file restore to alternate locations (requires Java applet) option in the EMC SourceOne console (on the Application Configuration > Web Search > Client Settings tab) is selected:

A Java applet is downloaded and installed on the client machine when a user tries to restore files for the first time.

Note: For the Java applet to work, the Java Runtime Environment (JRE) must be installed on the client machine.

In EMC SourceOne Search, the Browse buttons and the Restore selected files to a new location option are available in the Restore Files dialog box.

The Java applet:

Allows the user to browse for a target restore location.

Verifies that the user has write permission to the target restore location for the Restore selected files to a new location option.

If you do not want the Java applet to be downloaded, then clear the Enable file restore to alternate locations (requires Java applet) option in the EMC SourceOne console. Without the Java applet, you can restore:

Individual files by downloading files from the preview pane in EMC SourceOne Search

Multiple files by using the File Restore - Historical activity in the EMC SourceOne Admin console

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Specifying a default date range for Search In EMC SourceOne Search, an unbounded date range can cause the search to run for a long time. To improve performance, you can use the Enable default date range for Search option to specify a default sliding date range.

The sliding date range is based on todays date and adjusted according to the amount of time that you specify. You can select from three date ranges:

On or before (todays date)

On or after (todays date)

Between (two dates based on todays date)

Example 1 To exclude the last two weeks, specify On or before2 weeks ago.

Figure 57 Example 1 - On or before

In Search, the amount of time you specified (two weeks) is subtracted from todays date. If todays date is 4/27/2010, users will see the Date field pre-filled to on or before 04/13/10.

Figure 58 Example 1 - Search - On or before

Example 2 To limit search to the previous year (365 days), specify On or after1 year(s) ago.

Figure 59 Example 2 - On or after

In Search, the amount of time you specified (1 year) is subtracted from todays date. If todays date is 4/27/2010, users will see the Date field pre-filled to on or after 04/27/09.

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Figure 60 Example 1 - Search - On or after

Example 3 To limit search to the previous year, excluding the last two weeks, specify Between 2 weeks ago and 1 year(s) ago.

Figure 61 Example 2 - Between

In Search, two Date fields are displayed. If todays date is 4/27/2010, users will see the first Date field pre-filled to on or before 04/13/10 and the second Date field pre-filled to on or after 4/27/09.

Figure 62 Example 1 - Search - Between

Procedure To specify a default date range, in the Client Settings tab of the Web Search dialog box:

1. Select the Enable default date range for Search check box.

2. In the first field, select one of the following options:

On or before

On or after

Between

3. Use the second and third fields to specify the date boundary.

(If you selected the Between option in step 2, the second and third fields define one of the date boundaries.)

a. In the second field, specify the amount of time.

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b. In the third field, select the unit of time:

Days Weeks Months Years

4. If you selected the Between option in step 2, use the fourth and fifth fields to specify the other date boundary.

5. In the Web Search dialog box, click OK to save your changes.

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Editing settings for EMC SourceOne Web Search server To configure settings for the EMC SourceOne Web Search server:

1. In the EMC SourceOne console, expand the Application Configuration node.

2. Double-click the Web Search node.

The Web Search dialog box opens.

3. Click the Server Settings tab.

Figure 63 Web Search properties - Server Settings

4. Edit the settings, as described in Table 33 on page 267.

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Table 33 Web Search properties - Server Settings

Field Description Valid range of values Default value

Limit maximum server results:

Maximum server results

Do one of the following: To allow unlimited server results, clear the Limit

maximum server results checkbox. To specify the maximum number of server results,

select the Limit maximum server results checkbox, then specify the maximum number of items in the Maximum server results field.

100 - 100000 (items)

Not selected (Limit maximum server results is clear.) If you select the Limit maximum server results checkbox, then the Maximum server results default is 5000 (items).

Limit search time:

Search timeout (minutes)

Do one of the following: To allow unlimited time for a search, clear the Limit

search time checkbox. To specify a search timeout, select the Limit search

time checkbox, then specify the timeout in the Search timeout field.

10 - 3600 (minutes)

Not selected (Limit search time is clear.) If you select the Limit search time checkbox, then the Search timeout default is 10 (minutes).

Maximum number of days to save results

Specify the maximum number of days to save search results. Search results are automatically saved, along with search criteria, whenever a user logs off. These are restored when the user logs on again.

1 - 30 (days) 7 (days)

Maximum address book entries

Specify the maximum number of address book entries to display in the result list. This option only has an effect when Exchange is selected as a supported environment or when Domino is selected as a supported environment and the Use LDAP for Domino address lookup option is selected. You specify the supported environment on the Global Settings tab of the Application Configuration node. This option has no effect when Domino is selected as a supported environment and the Use LDAP for Domino address lookup option is not selected.

Note: Setting this value to a larger value than the default may impact the time it takes for Search to return the results.

50 - 10,000 (entries)

1000 (entries)

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Enable detailed logging for deletions

To enable or disable detailed logging for delete operations performed through EMC SourceOne Search, do one of the following: To enable detailed logging, select the Enable

detailed logging for deletions checkbox (Default) To disable detailed logging, clear the

Enable detailed logging for deletions checkbox. The change affects new Delete jobs for SourceOne Search, not Delete jobs that are already running. For more information about User Delete detailed job logs, refer to Chapter 24, Configuring User Delete.

Selected (enabled)

Cleared (disabled)

Cleared (disabled)

Table 33 Web Search properties - Server Settings (continued)

Field Description Valid range of values Default value

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Enable open SMTP/MIME messages in native format

Controls how SMTP email content is opened by Search users. To not have SMTP messages opened in their native

format, do not select the Enable open SMTP/MIME messages in native format option. This is the default and is the behavior in EMC SourceOne prior to the 6.8 release. In this case, when an EMC SourceOne Search user logs in using their Windows or Domino credentials and double clicks on a .eml message, the .eml message is converted to the users logged-in environment message type, (.msg or .onm), before it is delivered to the user for download.

To allow SMTP MIME messages to be opened in their native mail format by EMC SourceOne Search, select the Enable open SMTP/MIME messages in native format option. Setting this option may provide a better user experience than having the messages converted, if all user clients can be configured as described in Configuring email clients to open .eml files in Chapter 20, Using the Journal Activity for Office 365 Content. When this setting is enabled, SMTP messages are not converted before they are returned to the user. The native .eml message is downloaded when a user double-clicks on the .eml message. Enabling this option only affects SMTP message types. Domino messages are still converted to a Exchange .msg message if the user logs in with Windows credentials and double-clicks a Domino message. Likewise, if the user logs in using Domino credentials and double-clicks an Exchange message, that message would be converted to a Domino .onm message. Since EMC SourceOne Search cannot determine if the user's machine will be able to properly open the .eml file delivered to the user's Web browser, the user must have configured an application to open files with the .eml file type. Both Outlook Express and Outlook can be configured to open .eml files. Refer to Configuring email clients to open .eml files in Chapter 20, Using the Journal Activity for Office 365 Content. for more information on configuring Outlook to open .eml message files.

Selected (enabled)

Cleared (disabled)

Cleared (disabled)

Table 33 Web Search properties - Server Settings (continued)

Field Description Valid range of values Default value

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SMTP Address Reuse Refer to Configuring SMTP address reuse on page 271.

Cleared (disabled)

Use LDAP for Domino address lookup

LDAP Server

This option is displayed only if IBM Lotus Domino is selected as a supported environment on the Global Settings tab of the Application Configuration node. If Use LDAP for Domino address lookup is not selected, Domino address lookup is performed using the native Domino directory capabilities. If Use LDAP for Domino address lookup isselected, it allows the Domino user to use LDAP queries for richer address book searching capabilities and more details in the address book result list. You specify the LDAP server to use in the LDAP Server field. When Use LDAP for Domino address lookup is selected, you specify the source of the address picker used in Search, by performing one of the following tasks: Select a defined LDAP server from the LDAP Server

field list. This list also displays any LDAP servers that were configured during the creation of an activity in the New activity wizard.

Click New to open the LDAP Configuration dialog and define a new LDAP server. LDAP servers that you create here will also display in the New Activity wizard. Refer to Specifying a new LDAP server on page 494 in Chapter 16, Configuring Email Management Activities.

Click Edit to modify an existing LDAP server entry using the LDAP Configuration dialog. Refer to Specifying a new LDAP server on page 494 in Chapter 16, Configuring Email Management Activities, for information on the values you can modify.

Note: After you change the Use LDAP for Domino address lookup setting, you must restart the EMC SourceOne worker services and, if you have EMC SourceOne Discovery Manager installed, you must also restart the Discovery Manager client computers.

None. Blank

Table 33 Web Search properties - Server Settings (continued)

Field Description Valid range of values Default value

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Configuring SMTP address reuse If you reassign previously used SMTP addresses to new users, then you should configure EMC SourceOne for SMTP address reuse.

This section is organized as follows:

Overview of configuring SMTP address reuse. on page 271

Considerations and limitations of SMTP address reuse on page 272

Prerequisites for SMTP address reuse on page 272

Procedure for configuring SMTP address reuse on page 273

Overview of configuring SMTP address reuse. If you reassign previously used SMTP addresses to new users, then you should configure EMC SourceOne for SMTP address reuse.

If you do not configure SMTP address reuse in EMC SourceOne and if you reassign a previously used SMTP address to a new user, then the user will see all mail sent to the SMTP address before the address was assigned to him.

If you configure SMTP address reuse in EMC SourceOne, the date ranges of My Items and My Contributed Items searches will be restricted to the users hire date and will only return search results on or after that date. This prevents the user from seeing items that were archived before his designated hire date. Administrator, All Items, and My Files searches are not affected. In addition, performance is improved because fewer indexes will be searched.

You can use one of the following properties in the user directory (Active Directory or Domino directory) as the hire date of the user:

Creation date of user record:

For Active Directory/Microsoft Exchange, this is the whenCreated attribute of the user object in Active Directory.

For IBM Lotus Domino, this is the @Create attribute in the person record.

A custom property

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Considerations and limitations of SMTP address reuse It can take up to 20 minutes for Active Directory changes to take

effect in the SourceOne Search Web Service. To force the change to take effect immediately, you can manually restart IIS to flush the Search Web Services cache.

It can take up to ten minutes for changes to the SMTP address reuse settings in the EMC SourceOne console to take effect in the SourceOne Search Web Service. To force the change to take effect immediately, you can manually restart IIS to flush the Search Web Services cache.

Prerequisites for SMTP address reuse If you plan on using a custom property as the hire date of the user, create it in the user directory before you configure SMTP address reuse in EMC SourceOne.

For Microsoft Exchange, you can repurpose an existing, unused Active Directory extension attribute or you can add a custom attribute. Refer to Microsoft documentation.

For IBM Lotus Domino, edit the Domino person template to add a custom field. Refer to Domino documentation.

Note the following considerations and limitations for the custom property:

The custom property can be a String or Date data type.

For a String custom property, valid date formats are:

yyyy/mm/dd dd/mm/yyyy mm/dd/yyyy (Also supports values in the format m/d/yyyy)

You must include all four digits of the year.

Examples of valid date formats:

07/02/2011 7/2/2011

Invalid date formats include:

m/d/yy mm/dd/yy

Examples of invalid date formats:

07/02/11 7/2/11

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The hire date attribute for each user will be interpreted as GMT/UTC time.

With the native String type, you can specify only the start day. With native Date types, you can specify the exact start time:

A custom property of String type provides a hire date with granularity up to the day, but it cannot provide a start time within that day. The day specified will be interpreted as being in GMT time zone, starting at 12:00AM that day. For example, if the hire date is specified as 12/20/10, then all items on or after 12/20/10 at 12:00AM GMT will be returned.

To specify an exact start time, use a native UTC/GMT Date type. It also reduces the possibility of error when you set the date values for all users.

Procedure for configuring SMTP address reuse To enable SMTP address reuse:

1. In the EMC SourceOne console, navigate to the Application Configuration node > Web Search node > Server Settings tab.

2. The dropdown lists the mail environments that you specified in the Supported Environments option on the Global Settings dialog box.

If you have a mixed mail environment, select one mail system in the dropdown to configure first:

Microsoft Exchange IBM Lotus Domino

If you have only one mail system, then it is already selected in the dropdown.

3. Select the Limit date range for user searches in checkbox.

4. Do one of the following steps:

To use the date on which the user record was created:

a. Select the Use creation date of user option.

b. Skip to step 5.

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To use a custom property that you defined previously in the user directory:

a. Select the Use custom property of user option.

b. In the Custom property name field, type the name of the property that you created previously in the user directory.

Note: The name you enter in this field must be the same as the name of the custom property in the user directory.

c. Do one of the following steps:

If the custom property that you defined is a String data type, then select the format of the date in the Date format field: yyyy/mm/dd dd/mm/yyyy mm/dd/yyyy

Note: The format you select must match the format of the value that you specified for the custom property.

If the custom property that you defined is a native Date data type, then ignore the Date format field.

d. To failover to the creation date of the user record in case the custom property does not exist or it has no value or the date format is not valid, select the Failover to creation date if custom property is empty checkbox.

Note: If you do not select the Failover option, and if the custom property does not exist or it has no value or the date format is not valid, then the custom property and creation date of the user are ignored and all items for the user could be returned in Search.

5. If you have a mixed mail environment, repeat steps 3 and 4 for the other mail system.

Note: You must specify settings for each mail platform. Settings are not shared among mail platforms.

6. Click OK.

Managing Organizational Policies 275

9

Describes how to manage organizational policies within EMC SourceOne and is organized as follows:

Introduction ...................................................................................... 276 Creating organizational policies .................................................... 277 Editing organizational policies ...................................................... 278 Pausing organizational policies ..................................................... 279 Stopping organizational policies ................................................... 280 Deleting organizational policies .................................................... 281

Managing Organizational Policies

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Introduction To understand how to manage organizational policies within EMC SourceOne, you must first know what a policy is, what an activity is, and how they relate:

A policy is a logical grouping of archiving configurations that you define, based on your business practices.

For example:

For email management you could define a policy for journaling (real-time archiving), and another policy for storage management.

For SharePoint archiving, you could define a separate policy.

A policy contains one or more activities.

In a policy, an activity defines the configuration for a specific combination of task type, activity extensions, and schedule.

For example:

For email management you could create a policy called Archiving for Asia Pacific, which might include two activities: Journaling for Asia Pacific and Historical Archive (Japan).

For SharePoint archiving, you could create a policy called SharePoint Archiving, which might include several activities, each of which archives content from a different SharePoint site.

Creating organizational policies 277

Managing Organizational Policies

Creating organizational policies To create an organizational policy:

1. In the EMC SourceOne console, select the Organizational Policies node.

The Organizational Policies area lists existing policies, if any. Expand the policy to see the activities it contains.

Figure 64 Organizational policies

2. Select Action > New Policy.

3. In the New Policywizard:

a. In the Name field, type a name for the new policy.

You can reuse names of previously deleted policies.

b. In the Description field, type a description.

c. Click Finish.

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Figure 65 New Policy wizard

4. Add activities to the policy. Which activities are available depends on what products are installed. For email activities refer to Chapter 16, Configuring Email Management Activities.

Editing organizational policies To change the description of an organizational policy:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies list, select the policy you want to edit.

3. Select Action > Edit Policy.

4. In the Edit Policy wizard, edit the description.

Note: Do not rename a policy. Although the Name field is editable, problems can occur if you edit the name.

Pausing organizational policies 279

Managing Organizational Policies

Figure 66 Edit Policy wizard

5. Click Finish.

Pausing organizational policies To pause an organizational policy and all its activities:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies list, select the policy you want to suspend.

3. Select Action > Pause.

In the Organizational Policies area, the status of the policy (and all associated activities) changes from Active to Paused.

To resume a paused policy:

1. Select the policy.

2. Select Action > Resume.

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Stopping organizational policies To stop an organizational policy and all its activities:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies list, select the policy you want to stop.

3. Select Action > Stop.

In the Organizational Policies area, the status of the policy (and all associated activities) changes from Active to User Terminated.

To resume a stopped policy:

1. Select the policy.

2. Select Action > Resume.

Deleting organizational policies 281

Managing Organizational Policies

Deleting organizational policies To delete an organizational policy, and all of its activities and rules:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies area, select the policy you want to delete.

3. Select Action > Delete Policy.

4. At the Are you sure you want to delete the selected policy? prompt, click Yes.

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Managing Jobs 283

10

Describes how to configure and manage jobs created using EMC SourceOne, and is organized as follows:

About creating jobs .......................................................................... 284 Viewing the list of jobs .................................................................... 284 Refreshing a view............................................................................. 287 Delay in start of Journaling jobs .................................................... 288 Adjusting job list when display limit is reached ......................... 288 Specifying maximum number of jobs to display......................... 289 Viewing job details........................................................................... 289 Using a different job view............................................................... 292 Customizing a job view................................................................... 293 Controlling jobs ................................................................................ 307

Managing Jobs

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About creating jobs You do not create jobs directly. Jobs are generated automatically from tasks, according to the criteria you specify in policies and activities.

Viewing the list of jobs To view a list of jobs, in the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

The results pane lists information about jobs. The default view is the Active jobs view.

The following example shows the All jobs view.

Figure 67 List of jobs

Viewing the list of jobs 285

Managing Jobs

Refer to the following topics:

Job columns on page 285

Job status icons on page 287

Refreshing a view on page 287

Viewing job details on page 289

Using a different job view on page 292

Customizing a job view on page 293

If SharePoint Archiving is installed, then the SharePoint Archive activity/job type is displayed in job information.

If EMC SourceOne Discovery Manager is installed, then additional activities/job types are displayed in job information, with the following prefixes:

DM_Search - Discovery Manager search activity

DM_Hold - Message hold activity

DM_Export - Export items from a matter activity

DM_Delete - Delete items activity

Job columns Table 34 on page 285 describes the columns that can be displayed for jobs.

Note: The current view determines the columns that are displayed, as described in Table 36 on page 292. To add columns to any view, refer to Adding or removing columns in a view on page 293.

Table 34 Available job columns

Column Description

Icon Indicates the status of the job. Refer to Job status icons on page 287.

Activity ID Number that uniquely identifies the activity in the database.

Activity Name Name of the activity that generated the job.

Activity State Status of the activity that generated the job (Active, Paused, or Suspended.).

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End Time Date and time at which the job finished.

Job ID Number that uniquely identifies the job in the database.

Job State Status of the job, corresponding to the icon displayed in the first column. Refer to Job status icons on page 287. To control job states, refer to Controlling jobs on page 307.

Last Active The date and time on which the job was last active.

Parent ID The ID of the parent job. To make it easier to distinguish each days run, group by Activity Name, then ParentID. This groups all child jobs associated with a ParentID, including the parent job.

Policy ID Number that uniquely identifies the policy in the database.

Policy Name Name of the policy containing the activity that generated the job.

Policy State Status of the policy (Active, Paused, or Suspended).

Start Time Date and time at which the job started.

Task ID Number that uniquely identifies the task in the database.

Task State Status of the task associated with the job.

Task Type Name of the task type, such as Journaling, Mailbox Management, or SharePoint Archive. EMC SourceOne Search also generates jobs, identified by the task types Query and Restore.

Worker Name Name of the worker machine that claimed the job.

Table 34 Available job columns (continued)

Column Description

Refreshing a view 287

Managing Jobs

Job status icons The icon in the first column in the jobs list indicates the state of the job.

Some icons may indicate more than one state. For example, the failed/stopped icon indicates any of the terminated states. To display more specific states, add the Status column as described in Adding or removing columns in a view on page 293.

For details about job states, refer to Table 40 on page 302.

To change job states, refer to Controlling jobs on page 307.

Refreshing a view To update the list of jobs and view the latest changes, select Action > Refresh, or press F5. The list may take a few moments to refresh.

Table 35 Status icon

Status icon Description

Active - Normal, running job.

Finished - Normal, completed job.

Failed, stopped, or incomplete.

Needs attention - Job has not been picked up by a worker, and processing is falling behind.

Suspended - Normal, but paused. The job can be resumed.

Status unknown.

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Delay in start of Journaling jobs Journaling jobs may take several minutes to start.

Data sources and journaling mailboxes are resolved and synchronized daily. Five minutes are added to the start time:

To prevent the scheduled start time from occurring before an activity is saved to the database.

To allow time for the parent job to be created.

It takes a few minutes to resolve the journaling mailboxes. Finally, the child jobs are created.

Adjusting job list when display limit is reached By default, up to 1,000 jobs are displayed. If the number of jobs exceeds the maximum display limit for the view, the following message and links appears at the top of the job list:

Figure 68 Job List - Links to properties and filter

To change the number of jobs displayed, click the maximum number of rows link, and refer to Specifying maximum number of jobs to display on page 289.

To filter the job list, click the filter link, and refer to Filtering jobs in a view on page 296.

Specifying maximum number of jobs to display 289

Managing Jobs

Specifying maximum number of jobs to display By default, up to 1,000 jobs are displayed.

To change the maximum number of jobs displayed in the job list:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. Select Action > Maximum Rows Displayed.

The Maximum Rows Displayed dialog box opens.

Figure 69 Maximum Rows Displayed dialog box

3. Enter the maximum number of jobs to display, in the range 1 to 99,999.

4. Click OK.

Viewing job details You can use the preview pane below the list of jobs to view details about a job:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. If the preview pane is not visible below the jobs list, select Action > Show Preview Pane.

3. Select the job in the job list.

Details about the job appear in the preview pane below the list of jobs.

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Figure 70 Example: job details in the preview pane

Using the information in the preview pane, you can:

Go to the policy and activity that generated the job by clicking the link next to the Parent activity label in the preview pane.

Review other information about the job including the data sources associated with the job. To determine the number of data sources associated with a job, follow the procedure described in Determining number of data sources associated with a job on page 291.

Note: By design, messages that fail during journaling because they are corrupt will not be processed. The detailed log will contain entries for the corrupt messages. Corrupt messages are not added to the Number of failed items processed shown in the job details for the activity.

Viewing job details 291

Managing Jobs

Determining number of data sources associated with a job You can review the Total number of Data sources value on the job detail page to determine the number of data sources (typically mailboxes) associated with a particular job. The information displayed by the Total number of Data sources field differs depending on whether the job is a parent job or a child job (child jobs are jobs created to perform the work of a parent job):

For parent jobs

The value in the Total number of Data sources field is the total number of data sources associated with all of the child jobs of the selected parent job.

The value in the Data source(s) field is empty; to see all data sources associated with the parent job, review the Data source(s) field for all of the child jobs of the selected parent job.

For child jobs

The value in the Total number of Data sources field is the number of data sources associated with the selected child job.

The Data source(s) field lists all the data sources associated with the selected child job.

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Using a different job view The default view is the active jobs view.

To use a different view:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. Select Action > Current View.

3. Select a view.

Refer to Table 36 on page 292 for a description of each view.

4. To customize a view, refer to Customizing a job view on page 293.

Table 36 Available job views

View Columns Sort order Default filter

Active Jobs Icon Job ID Start Time Activity Name Policy Name

Start time Filters out all non-active job states.

All Jobs Icon Job ID Start Time End Time

Start time No filter

All Jobs by Worker

Group by Worker Name, then: Icon Job ID Start Time Activity State Policy State

Worker, then Start time

No filter

Failed Jobs Icon Job ID Worker Name Job State

Start time (not in view)

"Status" "Does not contain" "Success"

Customizing a job view 293

Managing Jobs

Customizing a job view To customize the current view, refer to the following topics:

About view persistence on page 293

Adding or removing columns in a view on page 293

Changing the order of columns in a view on page 294

Changing sort order in a column on page 295

Grouping jobs by column on page 295

Filtering jobs in a view on page 296

Managing custom views on page 304

Resetting a view on page 306

About view persistence The changes that you make to a view will persist across sessions.

The following properties of each customized view are saved automatically to the registry:

Columns and column order

Group-by column

Filter settings

Persistence is maintained per user, per view. Multiple users can customize the same view. Users see only their own customized views. Users cannot see each others customized views. View persistence is machine-specific and does not roam.

Adding or removing columns in a view To add or remove columns in a view:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. Select Action > Current View.

3. Select the view in which you want to add or remove columns.

4. Select Action > View > Add/Remove Columns.

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The Choose Columns dialog box appears.

Figure 71 Choose Columns dialog box

5. To add a column, select the check box next to that column.

Refer to Table 34 on page 285 for descriptions of the columns.

6. To remove a column, clear the checkbox next to that column.

Note: Non-indexed columns are not included in the default views. You can add non-indexed columns to views. However, sorting or grouping on a non-indexed column causes the view to render more slowly.

Changing the order of columns in a view To change the order of columns in a view:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. Select Action > Current View.

3. Select the view you want to customize.

4. Drag the column header left or right to a new location. Red arrows indicate where to drop the column header.

Customizing a job view 295

Managing Jobs

Changing sort order in a column The direction of the triangle in a column header indicates the direction of sort for that column:

Up = Ascending (alphabetical)

Down = Descending

To toggle between ascending and descending sort order in a column:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. Select Action > Current View.

3. Select the view you want to customize.

4. Click on the header of the column you want to toggle.

Grouping jobs by column You can organize the display of jobs based on a specific column.

To group jobs by column:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. Select Action > Current View.

3. Select the view you want to customize.

4. Select Action > Enable Grouping.

5. Drag-and-drop the column to the indicated area above the jobs list.

Figure 72 Group by column prompt

The jobs are now grouped under expandable rows, similar to a tree pane.

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Figure 73 Group by column (task type)

To undo the group by column, select Action > Disable Grouping.

Filtering jobs in a view To refine the information displayed in a view, you can create a filter. You can create one filter for each view.

In the Actions pane, the label (Applied) next to the Filter option indicates that a filter is already applied to a view.

To filter the list of jobs in the current view:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. Select Action > Current View.

3. Select the view you want to filter.

4. Select Action > Filter.

The Filter dialog box appears.

Customizing a job view 297

Managing Jobs

Figure 74 Filter dialog box

5. In the Column field, select the name of the column on which you want to filter.

6. In the Condition field, select the condition to apply to the columns values.

The conditions depend on the data type of the column you selected in step 5. Refer to:

Specifying conditions for string data on page 298

Specifying conditions for numeric data on page 299

Specifying conditions for states on page 299

Specifying conditions for time data on page 299

7. In the Value field, enter or select a value appropriate for the column and the condition.

Depending on the condition you selected in step 6, the Value field may not be available.

8. Click Add.

The new criterion appears in the list.

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9. To add another criterion to the list, repeat step 5 through step 8.

The criteria are ANDed.

You can use the same column more than once in a filter. For example, you would use the Start Time column twice to specify a date-time range. Refer to Between two dates on page 300.

10. To remove entries from the criteria list, do one of the following:

Click Clear All.

Select the line in the list that you want to remove, then click Remove.

11. To edit a selected entry in the filter:

a. Select the entry in the criteria list.

b. Click Edit. The Edit Filter Criteria dialog displays. Modify the appropriate portion of the filter entry and click OK.

12. Click OK to close the Filter dialog box.

For an example, refer to Example: Filtering on activity type on page 300.

Specifying conditions for string data Table 37 on page 298 describes the conditions available for columns that display string data.

Table 37 Conditions for string data

Condition Description

Is exactly Includes all of the string you specify in the Value field.

Is Empty Does not contain any data. The Value field is unavailable for this condition.

Is Not Empty Contains any data. The Value field is unavailable for this condition.

Customizing a job view 299

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Specifying conditions for numeric data Table 38 on page 299 describes the conditions available for columns that display numeric data.

Specifying conditions for states For state data:

Two conditions are available: Is Equal To and Is Not Equal To.

Select a state in the Value field.

Refer to Job states on page 302 for descriptions of job states.

Specifying conditions for time data You can filter jobs by specifying a date or date range, and the time, using the conditions described in Table 39 on page 299.

Table 38 Conditions for numeric data

Condition Description

Is Equal To Includes only numeric data that exactly matches the number you specify in the Value field.

Is Not Equal To Includes only numeric data that does not match the number you specify in the Value field.

Is Less Than Or Equal To

Includes only numeric data that is less than or equal to the number you specify in the Value field.

Is Greater Than Or Equal To

Includes only numeric data that is greater than or equal to the number you specify in the Value field.

Table 39 Conditions for time data

Condition Description

On Or Before 1. Select this condition to specify a "less than or equals" (<=) date-time. For example, selecting this condition for the Start Time column will filter jobs that were started on or before a certain date.

2. Select a date from the calendar and a time from the time picker. The Value field fills in automatically with the date and time you selected.

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Note: The default date and time is that of the local computer.

You can use combinations of datetime conditions in a filter. Refer to Between two dates on page 300.

Between two dates To filter jobs that were created between two dates, use the same datetime column twice: once with the On or after condition and once with the On or before condition.

The following example filters jobs that started between May 5, 2007 and August 22, 2007:

Start Time On or after 05/05/2007 Start Time On or before 08/22/2007

Example: Filtering on activity type To filter on activity type, use the Task Type column.

This is useful when you want to view only one type of activity, or you want to exclude specific activity types. For example, you can exclude user searches and exports.

On Or After 1. Select this condition to specify a "greater than or equals" (>=) date-time. For example, selecting this condition for the Start Time column will filter jobs that were started on or after a certain date.

2. Select a date from the calendar and a time from the time picker. The Value field fills in automatically with the date and time you selected.

Is Empty Select this condition to test that the column is blank. The Value field is unavailable for this condition.

Is Not Empty Select this condition to test that the column is not blank. The Value field is unavailable for this condition.

Table 39 Conditions for time data (continued)

Condition Description

Customizing a job view 301

Managing Jobs

In the Filter dialog box:

1. In the Column field, select Task Type.

2. In the Condition field, select the appropriate condition:

To display only a one task type, select the Is Equal To condition.

To exclude a task type, select the Is Not Equal To condition.

Figure 75 Filter on Task Type - Conditions

3. In the Value field, select the task type.

Figure 76 Filter on Task Type - Value

4. Click Add.

5. To add another criterion to the list, repeat this procedure.

The criteria are ANDed.

For example, to filter out all user Search jobs:

Column = Task Type

Condition = Is Not Equal

Value = Query

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Figure 77 Example - Filter out user searches

Job states Table 40 on page 302 describes the job states available for the Status column.

Note: When a child job is in any state other than successful completion (except Taken, Available, Active, Suspended, or Waiting for Resource), the parent job is marked as failed.

To change the state of a job, refer to Controlling jobs on page 307.

Table 40 Job states

Job State Description

Active A worker is currently processing the job.

Available Job was generated and is available for a worker to pick it up and begin processing it.

Completed Job finished. This state does not imply success or failure.

Dispatcher Terminated

Job was instructed to terminate itself by Job Dispatcher but was unable to, so Job Dispatcher forcibly terminated the job.

Expired Job was never dispatched, because the Job Dispatcher became aware of the job after the jobs end time had passed.

Failed Job never ran or failed to run.

Incomplete Job did not complete within the time allotted for it to run.

Self Terminated Job was instructed to terminate itself by Job Dispatcher and did so successfully.

Suspended Job was paused by an administrator. It can be resumed.

Taken Job was picked up by a worker, and the worker is preparing to start it, but the activity component has not started work yet.

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Managing Jobs

Unknown Job is in an undefined state.

User Terminated Job was stopped by an administrator using the EMC SourceOne console.

Waiting for Resource

Job is waiting for a worker to become available.

Table 40 Job states (continued)

Job State Description

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Managing custom views Refer to the following sections for information on how to manage a custom view:

Saving a custom view on page 304

Opening a custom view on page 304

Renaming a custom view on page 305

Deleting a custom view on page 306

Saving a custom view To save the changes you made to the current view:

1. Select Action > Current View > Save As.

2. In the Custom Views - Save As dialog box, type a name for the custom view, then click OK.

Figure 78 Custom Views - Save As

The name of the custom view is added to the Action > Current View menu. The Current View menu lists the names of the five most recently used custom views.

Opening a custom view To open a saved custom view:

1. Select Action > Current View > Custom Views.

2. In the Custom Views dialog box, select a custom view, then click Open.

Customizing a job view 305

Managing Jobs

Figure 79 Custom Views

Alternatively, select Action > Current View > name of custom view. The Current View menu lists the names of the five most recently used custom views.

Renaming a custom view To rename a custom view:

1. Select Action > Current View > Custom Views.

2. In the Custom Views dialog box, select a custom view, then right-click and select Rename.

Figure 80 Custom Views - Rename

3. Edit the name of the custom view.

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Deleting a custom view To delete one or more custom views:

1. Select Action > Current View > Custom Views.

2. In the Custom Views dialog box, select the views, then right-click and select Delete.

Figure 81 Custom Views - Delete

Resetting a view Resetting a view cancels all changes you made to the current view, and changes it to the default view.

Note: Reset View only works while you are still in the view. If you make changes to a view, select another view, and come back to the view you changed, you will still see your changes after using Reset View.

To reset a view:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. Select Action > Current View.

3. Select the view you want to reset.

4. Select Action > Reset View.

Controlling jobs 307

Managing Jobs

Controlling jobs Refer to the following topics:

Overview: controlling jobs on page 307

Procedure: controlling jobs on page 309

Overview: controlling jobs Refer to the following topics:

Active and inactive jobs on page 307

About changing job states on page 307

Procedure: controlling jobs on page 309

Active and inactive jobs You can change the state of an active job. You cannot change the state of an inactive job.

About changing job states Use the following actions to control a selected, active job:

Stop

Pause

Resume

For descriptions of the job states, refer to Job states on page 302.

Figure 82 on page 308 illustrates the state changes. Unlabeled arrows represent changes made by the EMC SourceOne system.

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Figure 82 Controlling job states

IncompleteActiveTaken

Suspended

User- terminated

Unknown

Available

Expired

Completed

Failed

Self-terminated

Dispatcher- terminated

GEN-000050

Resume

Suspend Suspend

Stop Stop

Stop

Controlling jobs 309

Managing Jobs

Procedure: controlling jobs To control a job:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > Job Management node.

2. In the job list, select the job(s) you want to control.

To select more than one job, refer to Table 41 on page 309.

When you select multiple jobs, the Stop, Pause, or Resume action is enabled if at least one job in the selection is eligible for the action. The action is applied only to the eligible jobs in the selection.

3. Select Action, then select the action you want to apply to the selected job(s), as described in Table 42 on page 309.

Table 41 Selecting multiple jobs

To select Use this key/mouse combination

Single job Click

Multiple non-contiguous jobs Ctrl-Click

Multiple contiguous jobs (range) Shift-Click

From current selection to end of list Ctrl-Shift-End

From current selection to top of list Ctrl-Shift-Home

Table 42 Controlling Jobs

Action Description Action is available when job is in this state

Changes job state to

Stop Terminates the currently executing job. The job does not complete.

Active, Available, Paused User Terminated

Pause Temporarily suspends the currently executing job. The job may be resumed later.

Active, Available Paused

Resume Reactivates a paused job. The job continues executing from the point at which it was paused.

Paused Active

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The available actions vary, depending on the current state of the job.

4. To update the list of jobs and view the latest changes, press F5 or select Action > Refresh. The list may take a few moments to refresh.

Common and Email-specific Best Practices 311

11

Describes selected best practices for using EMC SourceOne. Best practices that apply to email, SharePoint, or file content are described first, followed by email-specific best practices.

The following are best practices for use with all content types.

Common: best practices for data retention and disposal........... 313 Common: guidelines for specifying archive location paths ...... 316 Common: optimizing Native Archive index performance........ 318 Common: best practices for setting the volume size .................. 324 Common: best practices for selecting indexing of nested

attachments 326 Common: best practices for selecting archive folder organization

options 327 Common: best practices for tuning job access to servers ........... 331 Common: be aware of interaction between EMC SourceOne tasks

and other scheduled tasks 332

Common and Email-specific Best

Practices

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The following are best practices for use only with email content.

Best practices in email identity management .............................. 333 Best practices for using rules in email activities.......................... 336 Best practices for setting date formats on workers processing

Domino content 336 When best to use LDAP queries to select data sources.............. 337 Best practices for deploying shortcuts.......................................... 343 Understanding historical archiving from Sent or Sent Items.... 351 Improving Office 365 journaling performance by increasing target

folders used 352 Optimizing EMC SourceOne Search behavior for use with Office

365 content 352 Recommendations for improving User Delete performance .... 353 Best Practices for using mapped folders with EmailXtender

archives 355 Best practices for using Shortcut - Historical or Archive -

Historical activities to process EmailXtender data 356

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Common: best practices for data retention and disposal EMC SourceOne supports the retention and disposal of data it archives. Review the following best practices for data retention and disposal with EMC SourceOne.

Apply your organizations policies for retention and disposal to EMC SourceOne data on page 313

Understanding how deletions occur and affect performance on page 313

Be aware of interactions of multiple retention settings on data on page 314

Apply your organizations policies for retention and disposal to EMC SourceOne data

Some organizations require that data, such as the content archived by EMC SourceOne, be retained for a period of time and then disposed of after that time. Review your organizations policies for the retention and disposal of data before setting these options in EMC SourceOne since these policies will have a direct effect on how you configure EMC SourceOne.

You configure data retention and disposal options as described in Retaining and disposing of archived data on page 145.

Understanding how deletions occur and affect performance Data can be deleted from the archive by deleting a month of data, or by disposing of the data manually or automatically. When you dispose of data from the archive, you delete data from the following locations:

Archived data is deleted from the archive storage location, if possible. Some storage devices may be configured to restrict data deletions.

Metadata associated with the archived data is deleted from the SQL database.

Indexes associated with the data are deleted from the index storage location (if you created indexes).

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While this data is being deleted, an X appears on the folder icon on the folder containing the data on the Archive Folders page (displayed when the Archive Folders node is selected in the EMC SourceOne console). If the data cannot be deleted, an X and an exclamation point (!) are displayed on the folder icon, and a message about the error is written to the event log on the Native Archive computer with the archive role installed.

When disposing of a large quantity of data, you may want to delay the deletion of the metadata from the database as that deletion may effect the performance of the overall SourceOne system, such as jobs running to accomplish other tasks. Deleting the metadata from the database later when the system is not as heavily used may be a better choice for your environment since there would be less performance impact.

Refer to Scheduling deletion of data from the database on page 149 for information on how to schedule the deletion of data.

Be aware of interactions of multiple retention settings on data If you set a retention period on data using EMC SourceOne and also set it using a storage device such as EMC Centera, you should be aware of the possible interactions of those retention settings.

Since retention is time-based, it is important that both the storage device and the EMC SourceOne computers have their system times synchronized.

If the EMC SourceOne retention on the archive folder is longer than the storage device retention on the folder, there are no potential deletion problems. When the EMC SourceOne retention period on the data has elapsed, the data in the folder can be deleted manually or automatically using the automatic disposition feature.

If the EMC SourceOne retention on the archive folder is shorter than the storage device retention on the folder (either initially or as a result of modifying the retention on the archive folder), and the storage device is configured to enforce that retention (such as when an EMC Centera device is set to Compliance Plus mode), there is a potential deletion problem.

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When the EMC SourceOne retention period on the data has elapsed, the EMC SourceOne administrator may attempt to delete the data in the folder, either manually or automatically using the automatic disposition feature.

When EMC SourceOne attempts to perform the deletion, the storage device does not permit the deletion to occur since the data is marked to be retained.

When the deletion cannot occur, EMC SourceOne writes an error indicating that the folder was not deleted to the event log on the computer which has the Native Archive archive role installed. Refer to Understanding how deletions occur and affect performance on page 313 for more information on how deletions occur in the EMC SourceOne system.

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Common: guidelines for specifying archive location paths How you specify the path to an archive location using the EMC SourceOne console can impact the network usage of the Native Archive when all EMC SourceOne components are installed on a single computer. The following file locations are affected:

Archive Location field on the Archive Folder Storage Options page

Index Storage Location field on the Archive Folder Indexing page

Message Center Location field on the Archive folder on the Archive tab of the server Properties dialog box

You should specify all these locations as either Uniform Naming Convention (UNC) paths or as local paths, using the following guidelines:

Specify these paths as UNC paths when EMC SourceOne components are installed on several computers. This is a typical configuration for medium to large installations.

When specifying UNC paths for shared locations, such as the Archive Location, the Index Storage Location, or the Message Center Location, you may want to specify them using a DNS server alias rather than the actual server name.

Using a DNS server alias for shared locations, including NAS device locations, allows for a more flexible installation that makes it easier to change the back-end storage in the future. Consult with your network administrator for what form of UNC path to use in your environment.

The following are examples of UNC paths:

\\Server\ShareName\ \\DNSServerAliasOfServerorNAS\ShareName

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Specify these paths as local paths when all EMC SourceOne components are installed on a single computer. Specifying UNC paths for these locations when using a single computer installation may incur additional and unnecessary network bandwidth. The following is an example of a local path:

D:\myfolder\

Note that when specifying local paths, mapped drives should not be used unless they will always be defined for the EMC SourceOne system, and are not defined only for a particular user or group or users.

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Common: optimizing Native Archive index performance Index processing for the Native Archive is performed by one or more Native Archive servers that have the index role enabled. The ability to use multiple servers to perform the same logical function is called vertical scalability. The Native Archive allows vertical scalability for all Native Archive server roles, so you can have one or more Native Archive servers performing the indexing, archiving, searching, or retrieval roles.

If your current indexing performance is not adequate, you can improve that indexing performance by increasing the number of Native Archive servers that have the indexing role enabled. However, when this is done, it is important to also consider adding additional index storage locations as these can also help improve index processing. In addition, you can control which indexing operations are available on each indexing server, and balance the resources available to those operations on a per server basis.

The following sections provide more detail:

Reviewing the index server and index storage location configuration on page 318

Conditions that indicate you may want to add index storage locations on page 321

Tuning index operation performance on page 322

Reviewing the index server and index storage location configuration A Native Archive server with the index role selected performs the index processing for the Native Archive. This index server writes files to, and reads files from, one or more network file shares that are defined as index storage locations.

The Native Archive supports multiple index servers and multiple index storage locations to make index processing scalable. This support allows the administrator to configure the Native Archive to spread index processing across multiple servers and multiple disks.

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When looking to improve index processing performance, the administrator should consider the following topics:

Are system problems being caused by index processing? on page 319

Are there enough computing resources for index processing? on page 319

Are there enough disk resources for index processing? on page 320

Are disk resources structured effectively for index processing? on page 320

Are system problems being caused by index processing? Review the state of indexes, worker event logs, and overall system performance to see if they indicate the problems described in Conditions that indicate you may want to add index storage locations on page 321.

If these problems exist, adding additional index storage locations may solve these problems.

Are there enough computing resources for index processing? Review the computing power of the servers being used to process the indexes to see if they are sufficient.

If there is not enough computing power available, add additional index servers. When you add index servers you may also need to add index storage locations to work with those servers.

You assign additional computing resources by adding the index role to one or more existing Native Archive servers or by adding one or more new servers to the Native Archive and assigning the index role to them. Which choice makes sense will be determined by your hardware and software environment.

You add the index role to a Native Archive server as described in Configuring the index role on a Native Archive server on page 81.

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Are there enough disk resources for index processing? Review the index storage locations available to the index servers to see if they are sufficient. Indications of insufficient disk resources would include:

Little free space available on any of the index storage locations

Encountering any of the conditions described in Conditions that indicate you may want to add index storage locations on page 321.

If there are not sufficient disk resources, add additional index storage locations or reduce the number of index servers accessing the problematic index storage location.

You assign additional disk resources by adding additional index storage locations and making those resources available to the indexing servers. You assign index storage locations when you create an archive folder or modify an archive folder.

You assign index storage locations when you create an archive folder as described in Using the Indexing page of the New Archive Folder wizard on page 107

You modify an existing archive folder to assign additional index storage locations as described in Modifying indexing properties of archive folders on page 118

Are disk resources structured effectively for index processing? Review which index storage locations are available to which index servers to see if they are structured effectively. If certain index storage locations are under or over utilized, modify which index storage locations are available to each index server to correct the problem. Overused index storage locations can cause the problems described in Conditions that indicate you may want to add index storage locations on page 321.

You can make an index storage location available either to all index servers or only to selected index servers. For example, if you have six index servers and two index storage locations, you could select three index servers to use one storage location and have the other three index servers use the other storage location. Alternatively, you could have all index servers access all index storage locations. Which configuration makes sense will be determined by your hardware and software configuration.

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You select which index storage locations are available to which index servers when you create an archive folder or modify an archive folder as described in the following sections:

Using the Indexing page of the New Archive Folder wizard on page 107

Modifying indexing properties of archive folders on page 118

Conditions that indicate you may want to add index storage locations You should consider adding index storage locations and associating them with the appropriate index servers if any of the following occur:

Indexing performance remains slow even after adding an additional index server. The additional index server may have solved a lack of processing ability, but you may still be having problems with indexing storage.

One or more index storage locations are filled or nearly filled with data.

Inconsistent indexes are shown in the EMC SourceOne console. Inconsistent indexes can be created when EMC SourceOne cannot write to the index storage location. Inconsistent indexes cannot be searched.

Delayed Write Failed error messages are displayed in the event log on an index server. This indicates that EMC SourceOne cannot write to the index and may result in indexes becoming inconsistent.

This is a warning level message and may have one of several event sources depending on your environment. The following is an example of such a message:

Event Type: Warning Event Source: MRxSmb Description: {Delayed Write Failed} Windows was unable to save all the data for the file \Device\LanmanRedirector. The data has been lost. This error may be caused by a failure of your computer hardware or network connection. Please try to save this file elsewhere.

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Tuning index operation performance You can tune the performance of index operation processing by using the Component limit per index action area on the Index tab of the properties page for a selected Native Archive index server. Refer to Configuring the index role on a Native Archive server on page 81 in Chapter 5, Configuring Archives, for more information on using this area in the EMC SourceOne console.

This area allows you to specify the maximum number of processes to be used on the specified index server for each of the possible index actions: Add, Delete, Repair, and Update.

The default values for the index processing operations are adequate for typical installations, however you may want to change these values if you are experiencing indexing performance problems, or for other reasons.

The following sections list sample scenarios in which changing these values is useful.

Scenario: Configuring index operation performance for User Delete on page 322

Scenario: Configuring index operation performance to reduce rebuild backlog on page 323

Scenario: Configuring index operation performance for User Delete In some scenarios when deploying the User Delete capability to a large number of users, or a small number who will use it extensively, an administrator may want to modify the index performance settings as follows, depending on the number of index servers available:

If a single Native Archive index server handles several types of index operations, reduce the value of the Delete index action field to be 1 on that server to limit the number of resources used to process delete requests. This will decrease the chance that users of the User Delete capability will overburden that index server.

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If there are multiple Native Archive index servers, dedicate one or more servers to process only index deletions, by setting a value of 4 in the Delete field and 0 in the Add, Repair, and Update fields on the index server. Other servers could retain their default index settings if the dedicated index deletion server absorbs the additional processing used by the User Delete capability.

Refer to Chapter 24, Configuring User Delete, for more information on the User Delete feature.

Scenario: Configuring index operation performance to reduce rebuild backlog In this scenario, an administrator has a backlog of indexes that need to be rebuilt, and wants to reduce this backlog during the weekends when users are not heavily using the system.

To reduce the number of indexes that need to be rebuilt in the system, the administrator temporarily increases the value of the Repair field to the maximum of 4 on all his index servers during the weekend so that as many indexes as possible are rebuilt.

At the end of the weekend, the administrator resets the value of the Repair field to the previous value (lower than 4) on those index servers so that other indexing operations are not slowed during the work week.

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Common: best practices for setting the volume size The Maximum Volume Size (MB) field on the Archive Folder Storage Options page allows you to specify the maximum size (in MB) of individual volumes in the archive folder. When a volume reaches the maximum volume size, it is closed and a new volume is created.

The default value for this field is 100 MB. You can change this default value to be from 10 MB up to 10000 MB (10 GB).

You should be aware of the following effects of setting the value of the Maximum Volume Size (MB) field:

Once the value of the Maximum Volume Size (MB) field is set, it cannot be changed using the EMC SourceOne console.

If you are planning to use DiskXtender to write EMC SourceOne files to an EMC Centera device, change the value of the Maximum Volume Size (MB) field to 90 MB, instead of the default size of 100 MB. There are known performance issues when retrieving volumes of 100 MB and greater from an EMC Centera device. Setting the volume file size to 90 MB allows for slight overflow of the volumes before they are closed, while keeping the total volume file size to under 100 MB

If you set the Maximum Volume Size (MB) field to a value greater than 2048 (2 GB), you will receive a warning indicating that this may make your archiving and retrieval operations take longer.

Setting a higher value on the Maximum Volume Size (MB) field has the following effects:

Fewer volumes will be created, but each volume will be larger.

While those volumes are open, the Native Archive message center directory will have more temporary files in it than if the volumes were smaller. This means the message center directory will use more space than if the volumes were smaller.

Deletions of individual objects (such as messages or documents) from a volume, will take longer when the volume from which they are deleted is larger.

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Setting a lower value on the Maximum Volume Size (MB) field has the reverse effects of setting a higher value:

More volumes will be created, but those volumes will be smaller.

While those volumes are open, the Native Archive message center directory will have fewer temporary files in it than if the volumes were larger. This means the message center directory will require less space than if the volumes were larger.

Deletions of individual objects (such as messages or documents) from a volume will take less time when the volume from which they are deleted is smaller.

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Common: best practices for selecting indexing of nested attachments

If attachment indexing is enabled, you can use the Index nested subcontainers in attachments option to select whether subcontainers in attachments should be indexed.

Selecting the Enable indexing option on the archive folder indexing page causes any content archived in that archive folder to be indexed. Additionally, selecting the Attachment Indexing option causes attachments to that content to be indexed.

If a content attachment contains a file container, such as those created by PKZIP for Windows, files in that container will be indexed if the Index nested subcontainers in attachments option is selected. This includes file containers nested in other file containers as long as those file containers are not password protected.

By default, all new and existing indexes will have this option disabled.

The following information should be considered when using this option:

When the Index nested subcontainers in attachments option is selected, it will only apply to content archived and indexed after the selection was changed in the EMC SourceOne console. Existing indexes will remain as they are and will need to be rebuilt to be affected by the change to the option.

If the Index nested subcontainers in attachments option is changed while an archive folder is having content archived into it, it is recommended that you rebuild the one or more indexes for that archive folder so that all content in the one or more associated indexes has the attachment subcontainers processed in the same way.

If the content you are indexing contains a large number of nested subcontainers, you may find that enabling this option causes your indexing to take more time to complete. Because you are enabling the potential indexing of more content, more indexes may be created and more disk space may be consumed by the resulting indexes.

Password protected containers or subcontainers cannot be accessed for indexing and so will not be indexed.

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Common: best practices for selecting archive folder organization options

The EMC SourceOne Native Archive contains data in archive folders which can be organized either by month (using the By Date option) or by legal matter (using the By Matter option) using the Organization Options page of the New Archive Folder wizard. Refer to Chapter 5, Configuring Archives, for how to use the Organization Options page.

If you are creating an archive folder to contain any other kind of data aside from a legal matter, you must select the By Date option.

If you are creating an archive folder to contain a legal matter that was created by EMC SourceOne Discovery Manager, you can select either the By Date or By Matter option.

The following sections provide more information on when to organize legal matters by matter and when to organize them by date:

Advantages of using archive folders organized by matter on page 327

Restrictions on using archive folders organized by matter on page 329

Advantages of using archive folders organized by matter When creating and selecting archive folders to contain legal matters created using EMC SourceOne Discovery Manager, there are advantages to using archive folders organized by matter rather than using archive folders organized by date. These advantages are described in the following sections:

Matters are deleted more quickly on page 327

Matter indexes can be managed more easily on page 328

Matter Indexes are quicker to search on page 328

Matters are deleted more quickly Legal matters stored in an archive folder organized by matter are deleted more quickly than those stored in an archive folder organized by date, because the matter content can be accessed and deleted more efficiently by the EMC SourceOne system.

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Matter indexes can be managed more easily Managing the indexes of a matter can be done more easily if the related archive folders are organized by matter rather than by date, since there is only a single folder of indexes to manage, rather than several folders of indexes if the archive folders are organized by date.

Indexes may require management, such as needing to be deleted or rebuilt. Performing these tasks on a single folder of indexes (created from a single archive folder organized by matter) is easier than performing the tasks on typically multiple folders of indexes (created from multiple archive folders organized by date).

This is especially likely if the contents of the matter spans several months or years of time, which would cause the matter to be spread across several month folders if the archive folder is organized by date.

For example, if the content that is part of a matter was created during a 6 month period, the matter would be contained in 1 matter folder if the archive folder is organized by matter, but in 6 month folders if the archive folder is organized by date. The minimum number of indexes to be managed would be 1 index if the archive folder is organized by matter, and 6 indexes if the archive folder is organized by date.

Matter Indexes are quicker to search Indexes generated from archive folders organized by matter are quicker to search than those organized by date. The indexes generated from an archive folder organized by matter are quicker to search for two reasons:

Only one folder of indexes needs to be searched rather than several folders of indexes as would typically be the case for archive folders organized by date. Searching fewer indexes allows the search to complete more quickly.

Since the indexes are created from an archive folder organized by matter, the indexes contain only data about the matter, so no extraneous information needs to be searched, and the search can then complete more quickly.

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Restrictions on using archive folders organized by matter There are some restrictions to using archive folders organized by matter that may make using archive folders organized by date a better choice. These restrictions are described in the following sections:

Only Legal Hold mapped folders can be used with archive folders organized by matter on page 329

Virtual Container storage types not supported for archive folders organized by matter on page 329

Retention cannot be set on archive folders organized by matter on page 330

Archive folders organized by matter use different deletion process than those organized by date on page 330

Only Legal Hold mapped folders can be used with archive folders organized by matter Only Legal Hold mapped folders can be associated with archive folders organized by matter.

If you create a mapped folder that is not a Legal Hold mapped folder, and associate it with an archive folder that is organized by matter, the following message is issued:

Archive folders created with the By Matter option cannot be used with this type of mapped folder. Select an archive folder created with the By Dateoption for this type of mapped folder.

Virtual Container storage types not supported for archive folders organized by matter You can only create archive folders that are organized by matter if the storage type of the archive folder has not been set to be Virtual Container.

If the storage type is set to Virtual Container on the Storage Options page, the following message is issued when you try to select the By Matter option on the Organization Options page:

Virtual archive folders cannot be organized by matter. Select another organizing method.

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Retention cannot be set on archive folders organized by matter You can only create archive folders that are organized by matter if retention has not been specified for that archive folder. If the Months to retain field on the Storage Options page has been set to a value other than 0, the following message is issued when you try to select the By Matter option on the Organization Options page:

Archive folders that have retention enabled cannot be organized by matter. Select another organizing method.

Archive folders organized by matter use different deletion process than those organized by date

Archive folders organized by matter follow a different deletion process than those that are organized by date:

Archive folders organized by date can be deleted from the EMC SourceOne console using the Delete Folder action, even if it contains subfolders of data (months or matters) and is associated with a mapped folder.

Refer to the section Deleting archive folders in Chapter 5, Configuring Archives, for more information on deleting archive folders, including best practices.

Archive folders organized by matter can be deleted from the EMC SourceOne console only when the following are true:

No matters are stored in the archive folder. You can delete matters from within EMC SourceOne Discovery Manager. Refer to the EMC SourceOne Discovery Manager User Guide for more information on deleting matters.

There is no mapped folder associated with the archive folder.

Once both of these conditions are met, you can use the Delete Folder action to delete the archive folder organized by matter. If one of these conditions is not met, the Delete Folder action will not be available for use when the archive folder organized by matter is selected.

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Common: best practices for tuning job access to servers You use the Servers node in the EMC SourceOne console to control worker servers. You can use the Tuning tab displayed by the Servers node to control how many EMC SourceOne jobs can simultaneously connect to your Domino, Exchange, or SharePoint servers. Tuning worker server job access to servers on page 223 describes how to use this feature in detail.

The following are the conditions that may cause you to increase or decrease the number of jobs that you allow to simultaneously access your mail server:

If the performance of your SharePoint or mail servers is significantly impacted by the jobs connecting to them, you may want to reduce the number of jobs connecting to each these servers by reducing the server limit value as described in Changing the tuning server limit value on page 226.

Note that reducing the number of jobs that can access each server may increase the amount of time it takes for an activity to complete, since it may cause some of the activity jobs to wait to access the server.

You may also want to reduce the default server limit value so that any newly discovered servers get the reduced value automatically. Setting the default server limit is described in Changing the tuning server limit default value on page 225.

If your servers are not impacted by the current number of activity jobs connecting to them, and activities complete in a workable amount of time, there is no need to modify the server limit value.

If the performance of your servers is not impacted by the activity jobs connecting to them, and you want to shorten the time it takes for an activity to complete, you may want to increase the number of jobs connecting to each these servers by increasing the server limit value as described in Changing the tuning server limit value on page 226.

You may also want to increase the default server limit value so that any newly discovered mail servers get the increased value automatically. Setting the default server limit is described in Changing the tuning server limit default value on page 225.

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Common: be aware of interaction between EMC SourceOne tasks and other scheduled tasks

EMC SourceOne uses the Microsoft Windows scheduler to schedule jobs. These jobs all are named with the prefix ExTask followed by a number, such as ExTask1132 or ExTask1133.

You should verify that no other scheduled tasks are created with the same name prefix as the EMC SourceOne task names. Creating scheduled tasks with names in this form may cause them to be mistakenly deleted by the EMC SourceOne job scheduler when it performs certain maintenance tasks.

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Best practices in email identity management To conduct effective and complete compliance or legal discovery searches on a specific person, all known variations of the system identifiers associated with the person must be available for use as search criteria.

When executing searches, EMC SourceOne uses the address information stored in the current global address book for the mail environment. Because EMC SourceOne does not programmatically maintain historical address information, it is up to companies to manage this information themselves. This document provides recommendations on how to maintain this information and conduct effective compliance or legal discovery search results.

The following sections provide more information:

What is identity management? on page 333

Managing historical address information on page 334

Configuring legacy addresses for existing users on page 334

What is identity management? In a typical environment, users are added and deleted from global address books on a daily basis. In addition, email address information for a user can change over time due to name changes, company mergers and acquisitions, the use of aliases, and other factors. Identity management consists of managing the correlation between a real person and the system identifiers associated with this person over time.

These recommendations assume that you are starting from a particular point in time and want to set up a methodology to capture and manage historical address information going forward. For environments that require assistance with discovering historical address information over a specific period of time in the past, contact EMC Professional Services.

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Managing historical address information Your company should employ a methodology to track when former employees are removed from the Global Address List (GAL) in Microsoft Exchange, or the Name and Address Book (NAB) in Lotus Domino. You should also track changes to user address information which occur over time (for example, domain name changes due to company mergers, name changes, email address formatting changes, and so on). At a minimum, the methodology should involve recording the following information:

Name

Employee ID

All address forms used and effective dates for each

For example, address information for a Lotus Domino user named John Doe could include the SMTP, domain and canonical forms of the address shown below:

SMTP - John_Doe@legato.com, john.doe@emc.com

Domain - John Doe/Boston/Legato/EMC

Canonical - CN=John Doe/OU=Boston/OU=Legato/O=EMC

Similarly, address information for a Microsoft Exchange user named John Doe could include the SMTP, canonical/Distinguished Name, and X.500/Distinguished Name forms of the address as shown below:

SMTP - John_Doe@legato.com, john.doe@emc.com

Canonical/Distinguished Name

/O=EMC/OU=Legato/OU=Boston/CN=recipients/CN=JohnDoe X500/Distinguished Name

/O=EMC/OU=Legato/OU=Seattle/CN=recipients/CN=JohnDoe

Configuring legacy addresses for existing users For users who still exist in the Microsoft Exchange GAL or Lotus Domino NAB, you can include other known addresses as a legacy address in the properties of the corresponding user on the mail server. When EMC SourceOne executes a search, it automatically includes the legacy address information in the search.

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For example, if employee Jane Doe marries and changes her name to Jane Smith, you can make the name change to Jane.Smith@emc.com in the GAL or NAB and add the legacy address Jane.Doe@emc.com to the properties for Jane Smith on the mail server. Subsequent searches on Jane.Smith@emc.com will return email addressed to both Jane.Smith@emc.com and Jane.Doe@emc.com.

The following sections describe how to configure legacy addresses for Exchange and for Domino:

Configuring legacy addresses in Microsoft Exchange on page 335

Configuring legacy addresses in Lotus Domino on page 336

Configuring legacy addresses in Microsoft Exchange To add legacy email address information for a user in Microsoft Exchange:

1. Log in to the domain with an account that has Exchange administrator rights, and view the properties of the user to whose profile you want to add a legacy address.

You can access user properties by selecting Active Directory Users and Computers from the Administrative Tools menu, expanding the Users node (beneath the domain server node), and double-clicking on a user name.

2. Activate the E-mail Addresses tab and click the New button. The New E-mail Address dialog box appears.

3. Open the Other Address Properties dialog box, select Custom Address and click OK.

4. In the E-mail address text box, enter the users legacy address.

5. In the E-mail type text box, enter LEGACY.

6. Click OK.

7. Repeat the previous steps for additional legacy addresses you want to include.

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Configuring legacy addresses in Lotus Domino To add legacy email address information for a user in Microsoft Exchange:

1. From the Start menu, select Programs >Lotus Applications > Lotus Domino Administrator.

2. Enter the password when prompted. The Domino Administrator opens.

3. Click the People and Groups tab.

4. Expand Domino Directories, and then expand the address book.

5. Click People. Contacts should appear in the main pane.

6. Double-click the user to whose profile you want to add a legacy address. The person record appears, starting with the Basics tab.

7. Double-click within the Short name/User ID area so that it becomes editable.

8. Move to a new line, and enter the legacy address.

9. Click Save and Close to save changes and return to the Administration - People & Groups page.

Best practices for using rules in email activities Activities that allow you to archive email messages also allow you to use rules to determine which of those messages are archived and into what folder the messages are archived. Review Best practices for using rules on page 716 for the best practices for using EMC SourceOne rules.

Best practices for setting date formats on workers processing Domino content

Do not set the Microsoft Windows short date format (set using the Regional and Language Options applet in the Control Panel) on computers used to perform Domino message processing activities to the following value:

dd-mmm-yy (for example 21/Jun/12)

This short date format causes those activities to not process correctly.

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When best to use LDAP queries to select data sources There are situations when a Lightweight Directory Access Protocol (LDAP) query is the best, or only, method to use to select a data source for an activity.

Review the following information to select when and how to use LDAP queries with EMC SourceOne:

For summary information on how to create an LDAP query for use by EMC SourceOne, refer to Selecting data sources using LDAP on page 492 in Chapter 16, Configuring Email Management Activities.

For detailed information on creating LDAP queries refer to the RFC 1650 and RFC 2252 specifications at:

http://ldapman.org/ldap_rfcs.html

Additionally, you may want to review one of the many books on using LDAP.

The following sections describe some of the common situations when using an LDAP query is a good choice for selecting data sources:

Use LDAP query to focus data source and improve processing speed on page 338

Use LDAP query for related activities on page 338

Use LDAP query to process mailboxes excluded from a distribution list or group on page 339

LDAP query data source example on page 339 provides an example of using an LDAP query for a data source for the situations described in the previous sections.

Avoid using Exchange distribution lists or Domino groups when defining folder permissions or activities using LDAP on page 341 describes situations in which certain LDAP queries should not be used.

Review existing LDAP server settings after upgrade on page 342 describes how LDAP server settings may have changed after upgrading to EMC SourceOne Email Management 6.8 SP2 or higher.

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Use LDAP query to focus data source and improve processing speed When you select the data source for an activity, you can select it from a server hierarchy, from the address book, or as a result of an LDAP query.

Using an LDAP query to select the data source for an activity can shorten the amount of time it takes for the activity to complete because it can eliminate unnecessary processing.

When creating an archive activity, rather than selecting the mail server from which to archive and then using rules to fine tune exactly which messages in which mailboxes you want to archive, use an LDAP query to precisely select the mailboxes you are interested in and so limit or avoid the overhead of server or address book lookup and rule processing.

You should define your data source as precisely as possible so that any rule you define has to look at as small a group of messages as possible to find matches for the rule. In some cases, you may not need to create any rules at all.

When creating a shortcut activity, rather than selecting a data source by server hierarchy or by address book, use an LDAP query to precisely select the mailboxes you are interested in and so limit or avoid the overhead of server or address book lookup.

LDAP query data source example on page 339 provides an example of using an LDAP query for a data source and avoiding rule usage and overhead.

Use LDAP query for related activities If several activities are related and you want to use an LDAP query to select the data source for one of them, consider using the same LDAP query to select the data source for all the activities.

Reusing the same LDAP query for a data source in related activities should make maintaining those activities easier. If you need to modify the LDAP query for one of the activities, you can more easily modify it for the related activities. For example, if you want to both archive and shortcut messages from the same data source, you should use the same LDAP query to select the data source in both cases.

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LDAP query data source example on page 339 provides an example of using an LDAP query for a data source for related activities.

Use LDAP query to process mailboxes excluded from a distribution list or group In some cases, you may want to archive or shortcut messages based not on what mailboxes are included in a distribution list or group, but on what mailboxes are excluded by a distribution list or group. For example, you may want to have all messages to members of the temporary-employee distribution list or group archived into one folder and messages to all other employees archived in another folder.

An LDAP query is the easiest and most maintainable way to archive or shortcut messages based on what mailboxes are not listed in a distribution list or group. Note that you can define rules only to archive what is in a distribution list, not on what is not in a distribution list.

LDAP query data source example on page 339 provides an example of using an LDAP query for a data source to select messages from email addresses which are excluded from a distribution list.

LDAP query data source example The following is an example of using an LDAP query to select a data source. This example is separated into the following sections:

LDAP query usage scenario on page 339

Creating the activities and LDAP queries on page 340

LDAP query usage scenario In this example, the EMC SourceOne administrator wants to process messages on an Exchange 2003 mail server as follows:

Separate email addresses into two groups using a distribution list:

Email addresses in the distribution list constitute one group. This group of messages will be retained for seven years.

Any email that was sent to an address that was not part of the seven year retention distribution list would be part of the other group, and would be retained for three rather than seven years.

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Archive email into two different folders with different retention periods. One set of email will be retained for seven years and all other email will be retained for three years.

Shortcut the email in both the seven year retention folder and the three year retention folder.

Creating the activities and LDAP queries on page 340 describes how to accomplish this message processing.

Creating the activities and LDAP queries To perform the tasks described in LDAP query usage scenario on page 339, the administrator does the following:

Creates and runs two Archive - Historical activities for each Exchange server:

An Archive - Historical activity to archive messages sent to members of the seven year retention distribution list. The data source for this activity is selected using the following LDAP query:

(&(msExchHomeServerName=/o=suxen/ou=First Administrative Group/cn=Configuration/cn=Servers /cn=ABCENEX2003) (memberof=CN=7 Years DL, OU=USOperations,DC=abcen,DC=emc,DC=com))

An Archive - Historical activity to archive messages sent to all email addresses that are not part of the seven year retention distribution list.

(&(msExchHomeServerName=/o=suxen/ou=First Administrative Group/cn=Configuration/cn=Servers /cn=ABCENEX2003)(!memberof=CN=7 Years DL, OU=USOperations,DC=abcen,DC=emc,DC=com))

Creates and runs two Shortcut - Historical activities for each Exchange server:

A Shortcut - Historical activity to shortcut messages sent to members of the seven year retention distribution list. The data source for this activity is selected using the same LDAP query as that used for the seven year retention Archive - Historical activity.

A Shortcut - Historical activity to shortcut messages sent to all email addresses that are not part of the seven year retention distribution list. The data source for this activity is selected using the same LDAP query as that used for the non-seven year retention Archive - Historical activity.

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Note that the previously listed LDAP queries do not work across multiple domains and so will not function in an environment with multiple domains in a single forest. To modify the previous LDAP queries to work across multiple domains, select the Active Directory global catalog as the LDAP server for the queries since the global catalog contains objects from multiple domains in the same forest. Note that when you select the global catalog as the LDAP server, the port number must be changed from 389 to 3268 and the search base distinguished name must be left blank.

Avoid using Exchange distribution lists or Domino groups when defining folder permissions or activities using LDAP

Using Exchange distribution lists or Domino groups within LDAP queries can cause problems when defining folder permissions or archiving activities.

When an LDAP query contains an Exchange distribution list or a Domino group (such as CN=GroupName), LDAP returns only the name of that list or group.

When such a query is used within EMC SourceOne, in all cases other than within address rules, only the list or group name is returned.

When such a query is used in within a rule, EMC SourceOne automatically expands that list or group name to list the members of that list or group prior to processing the rule.

Do not use distribution lists or groups within an LDAP query when defining folder permissions or archiving activities, since this will cause only the list or group name to be processed instead of the list of users who are members of that list or group.

Instead, select the distribution list or group from the Exchange Global Address List (GAL) or the Domino Directory, which will cause all members of the list or group to be used.

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Review existing LDAP server settings after upgrade Changes made in EMC SourceOne Email Management 6.8 SP2 to prevent LDAP server issues may result in existing LDAP server settings being less than optimal.

After upgrading to EMC SourceOne Email Management 6.8 SP2 or higher, review the values of the following EMC SourceOne LDAP server options to ensure they are correct for your environment:

Review the Use Microsoft ADSI (formerly Directory server contains identities) option value on theSelect Data Sources dialog.

Review the Server supports Microsoft ADSI search option value (new in version 6.8 SP2) on the LDAP Server Configuration dialog.

After upgrading to EMC SourceOne Email Management 6.8 SP2, these LDAP server options will have the following values for each LDAP server:

By default, the new Server supports Microsoft ADSI search option on the LDAP Server Configuration dialog is not enabled.

The existing value (enabled or not enabled) for the Use Microsoft ADSI (formerly Directory server contains identities) option on the Select Data Sources dialog is retained after the upgrade.

If this option had not been enabled before the upgrade, it is still marked as not enabled.

If this option had been enabled before the upgrade, it remains enabled, but is grayed out to indicate that the administrator should review the setting and perhaps modify it.

To enable the use of the Use Microsoft ADSI option, modify the value of the Server supports Microsoft ADSI option on the LDAP Server Configuration dialog for that LDAP server; this causes the Use Microsoft ADSI option to be editable for that server.

After modifying the value of the Server supports Microsoft ADSI option to enable the Use Microsoft ADSI option, verify that the Server supports Microsoft ADSI option is set correctly (enabled or disabled) for the LDAP server.

Best practices for deploying shortcuts 343

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Best practices for deploying shortcuts You can use EMC SourceOnes ability to shortcut Domino or Exchange messages and attachments to significantly reduce the amount of storage needed for email within an organization. When a shortcut is created, a message or message attachment is removed from an Exchange or Domino server and replaced by a much smaller (about 4 kilobytes) message shortcut which points to the full message or attachment in the EMC SourceOne archive.

You should deploy shortcuts in an organization using a strategy that accounts for both all technical issues and also accounts for the impact on email users. Not having a shortcutting strategy can cause problems for email server administrators, EMC SourceOne administrators and email users. These problems may include:

Performance problems for an EMC SourceOne server or email server when trying to create or restore shortcuts.

Users being unable to restore shortcuts using their email client.

Users having long email synchronization times when using Notes local replicas or Outlook cache mode.

Use the following best practices when deploying shortcuts in your organization.

Shortcutting best practices for both Exchange and Domino environments on page 343

Shortcutting best practices for Domino environments on page 348

Shortcutting best practices for both Exchange and Domino environments The following best practices apply to environments that contain Exchange servers, Domino servers, or both.

Create and publish a plan for deploying shortcuts on page 344

Shortcut large and rarely accessed messages on page 345

Use a phased approach: shortcut the oldest messages first on page 346

Delete messages and shortcuts from mail server if possible on page 347

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Create and publish a plan for deploying shortcuts Before you deploy shortcuts in your organization, create and publish a plan for that deployment. Creating and deploying according to a plan will make the use of shortcuts as seamless as possible for the email users while providing maximum savings in message storage. The deployment plan should at a minimum cover the following topics:

Preparing for shortcutting messages on page 344 Processes used to create shortcuts on page 344 Communicating with email users about shortcut usage and

impact on page 345

Preparing for shortcutting messages Your plan should list any preparations you need to make before beginning to shortcut messages. This may include:

Setting up a pilot environment in which to test your shortcutting procedures.

Verifying the EMC SourceOne is archiving all messages as you would expect before beginning the shortcutting process.

Installing any needed support for mobile users (users who routinely work disconnected from the email server). This may include creating local mail file replicas for Domino mobile users. Refer to Use local mail file replicas on page 348.

Processes used to create shortcuts Your plan should list the processes you will use to create shortcuts, including:

The process used to initially create the shortcuts, including:

When you will run EMC SourceOne to initially create the shortcuts, such as at midnight every night.

What criteria you will use to initially create the shortcuts. For example, you may determine that you will create shortcuts for all messages more than three years old first. When that is complete, create shortcuts for all message that are more than two years old, and so on.

Refer to Shortcut large and rarely accessed messages on page 345 and Use a phased approach: shortcut the oldest messages first on page 346 for recommendations.

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The process you will use to continue to create shortcuts.

Once all shortcuts are initially created, you will need to continue to create new shortcuts as needed. You should schedule when that processing will occur and what criteria you will use for selecting the messages to be shortcut. For example, you may want to shortcut all messages with large attachments that are older than 90 days.

Refer to Shortcut large and rarely accessed messages on page 345 for recommendations.

Communicating with email users about shortcut usage and impact Your plan should list what information you want to communicate to users and how and when those communications will occur. This information may include:

What a shortcut is and how it helps keep email accounts smaller in size and more manageable.

Any changes in the user environment made to accommodate shortcuts, such as creating local mail file replicas.

What criteria you are using to determine what messages are shortcut. For example, these criteria may include what message size and message age qualifies a message for being shortcut.

When shortcuts will be enabled for your email users.

Shortcut large and rarely accessed messages When you create message shortcuts, you want to reduce your email storage without inconveniencing your email users. You can accomplish this by shortcutting messages that are both large and rarely accessed.

Large messages are messages that have attachments that are larger than 100 kilobytes.

Shortcutting large messages allows you to maximize the amount of storage you reclaim while shortcutting relatively few messages. This is because even though large messages are not numerous, their size causes them to occupy a large amount of email storage.

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Shortcutting only large messages (instead of all messages) reduces the number of shortcuts that meed to be created and that will need to be synchronized between email clients and email servers, if using Outlook cache mode or Domino local mail file replicas.

Note: Shortcut only message attachments and do not shortcut the body of a message. There is very little storage savings in shortcutting message bodies and creating such shortcuts inconveniences users.

Rarely accessed messages are typically messages that are older than 90 days.

Shortcutting rarely accessed messages allows you to shortcut messages that users will not often restore from the EMC SourceOne archive. This means that user email performance will not be heavily impacted by these shortcuts and the EmailXtender server will not have to frequently restore these shortcuts.

Avoid creating shortcuts to email that is actively used (newer than 90 days) for the following reasons:

Any storage savings gained from shortcutting newer active messages is only temporary and is lost as soon as the message is opened and restored.

EMC SourceOne will continually process active messages, either to create shortcuts to the message after it is restored, or to restore the message after the corresponding shortcut is opened. This may impact the performance of EMC SourceOne and possibly impact the performance of the mail server.

Use a phased approach: shortcut the oldest messages first When rolling out the initial use of shortcuts in an organization, you should create the shortcuts incrementally. Typically you perform incremental shortcutting by processing the oldest email messages first, and more recent messages later. The more email you have stored on your servers, the more valuable it is to use an incremental approach.

For example, you could initially shortcut attachments to messages that were older than 730 days. Once those shortcuts were created, you could shortcut all messages that were older than 670 days, and so on in 90 day increments until you have reached your shortcut policy goal (such as having all messages older than 90 days shortcut).

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Using an incremental approach based on message age has the following advantages:

Shortcutting older email first allows you to process the majority of your email (which is older email) and reclaim valuable email storage while impacting relatively few email users. In addition, since these messages are less likely to be opened since they are older, very few of the shortcuts that you create will be restored and so need to be recreated.

Shortcutting email in smaller more manageable groups based on message age allows you to spread out the processing EMC SourceOne performs to create the shortcuts.

An incremental approach to shortcutting allows email shortcuts to be synchronized between the email client and the email server in small amounts after each batch of shortcuts is created which minimizes the delay the email client experiences when opening and synchronizing with the email server.

Avoid taking a large archive of messages and shortcut all messages for all users that are older than 90 days at one time. Doing so will cause shortcut creation to take a very long time and will cause users to have a long wait while their mailboxes initially open and synchronize after the shortcuts are created.

Delete messages and shortcuts from mail server if possible Another strategy for reducing email storage is to use EMC SourceOne to delete older messages and shortcuts from the mail server (typically messages older than a year or more). Typically, these messages are archived by EMC SourceOne so the messages are not lost.

Verify that messages have been archived by EMC SourceOne before deleting them from the mail server. Also, consider your organizations email retention plans when considering deleting messages from the mail server.

You delete messages and shortcuts using the Delete activity.

Users wanting access to these messages can search for them by performing an end-user search using EMC SourceOne Search. If the organization does not want to allow user access, then an administrator can perform an administrative search using EMC SourceOne Search to search for user email upon request.

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Shortcutting best practices for Domino environments The following best practices apply only to environments that contain Domino servers.

Use local mail file replicas on page 348

Configure an EMC SourceOne server locator record for each Domino server on page 348

Disable transaction logging on ExShortcut.nsf in high volume environments on page 349

Exclude selected Domino tasks from retrieving shortcuts on page 350

Use local mail file replicas Use local mail file replicas to minimize the amount of shortcut retrieval performed. Replication is a native capability of Domino. When you create a local replica of the mail file, the EMC SourceOne Shortcut Extension Manager add-in replaces the shortcut stub within the Notes message with the original message before Domino replicates the message to the local replica.

Ideally, you should not begin shortcutting messages until existing users who require local replicas create them. The creation of local replicas containing shortcuts has a high performance impact because every shortcut must be retrieved when creating the replica.

Configure an EMC SourceOne server locator record for each Domino server By default, EMC SourceOne shortcuts use a single EMC SourceOne server locator record in the public name and address book (NAB). This locator record is a Domino person record with the name EMC SourceOneShortcut. The Comments field in the Miscellaneous tab for this user contains a list of EMC SourceOne shortcut retrieval servers for all Domino servers.

In an environment using one EMC SourceOne server, a single locator record is sufficient. However, in environments with multiple EMC SourceOne servers, specify a separate EMC SourceOne server locator record for each Domino server so that shortcuts will be requested first from the EMC SourceOne server associated with each Domino server, limiting the amount of failover.

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You specify additional locator records using the notes.ini variable ExShortcutServerLocatorPerson. This variable overrides the default locator record and allows each Domino server to have its own person record and, therefore, its own list of EMC SourceOne servers to retrieve shortcuts. To create a shortcut locator record:

1. Create a new person record in the public NAB (such as DominoServer1 Shortcut).

2. Modify the person record to add a list of EMC SourceOne servers in the desired search order to the Comments field on the Miscellaneous tab.

3. Define the ExShortcutServerLocatorPerson variable to indicate the new person record by adding that variable to the notes.ini file on the Domino server as follows:

ExShortcutServerLocatorPerson=DominoServer1 Shortcut

Disable transaction logging on ExShortcut.nsf in high volume environments The EMC SourceOne shortcut cache database, ExShortcut.nsf, is created the first time the Domino server is run after installing the EMC SourceOne shortcut extension manager. In high volume email environments, disable database transaction logging of the EMC SourceOne shortcut cache database.

You disable transaction logging of the EMC SourceOne shortcut cache database, ExShortcut.nsf, as follows:

1. After installing the EMC SourceOne shortcut extension manager, delete the existing EMC SourceOne shortcut cache database, ExShortcut.nsf. This file was created when you installed the EMC SourceOne shortcut extension manager.

2. Add the following line to the Domino server notes.ini file:

ExDisableShortcutTXNLogging=1

3. Restart the Domino server.

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Exclude selected Domino tasks from retrieving shortcuts Domino server tasks, such as Adminp or the agent manager, can create server performance problems when they access documents that have been shortcut. When these tasks access documents that have been shortcut, they can cause those shortcuts to immediately be restored from the EMC SourceOne server, potentially causing a performance problem on the Domino server, the EMC SourceOne server, or both.

To prevent this problem, exclude selected Domino tasks from restoring shortcuts. Note that the Domino agent manager is excluded automatically by EMC SourceOne and does not need to be specified.

You exclude tasks from restoring shortcuts by specifying the EmailXtenderShortcutExclude variable in the Domino server notes.ini file as follows:

1. Identify the tasks that you want to exclude from shortcut processing. Typically at least the Adminp task is excluded.

2. Modify the notes.ini file on the Domino server to add the EmailXtenderShortcutExclude variable. The value for this variable is the name of one or more executables that are to be excluded. If multiple executables are listed, they are separated with commas.

3. Restart the Domino server.

For example, adding the following line to the notes.ini file excludes the Adminp and Example tasks from restoring shortcuts (note that the Example task is not an actual task and is shown only to illustrate the comma list syntax):

EmailXtenderShortcutExclude=Adminp,Example

When a task is excluded from restoring shortcuts, a message indicating that action is written to the Domino server console log. You can review the log to see what tasks are excluded from restoring shortcuts.

Best practices for using Legal Hold folders 351

Common and Email-specific Best Practices

Best practices for using Legal Hold folders There are several best practices that you should follow when using Legal Hold folders. Refer to Chapter 6, Configuring Mapped Folders, for a list of these best practices.

Understanding historical archiving from Sent or Sent Items You can use the Archive - Historical activity to archive messages from the Notes Sent view or the Outlook Sent Items folder. When you use the Archive - Historical activity to archive items from this view or folder, it is important to understand the following:

Items in the Sent view or Sent Items folder have not necessarily been successfully received by the recipients listed on the message. Typically these messages are received, but if the mail server encounters a problem, they may not be received by the intended recipients.

When you use the Archive - Historical activity to archive messages from the Sent view or Sent Items folder and that message contains one or more distribution lists, the users in those distribution lists will not be listed as recipients of that message in the EMC SourceOne archive and will not be listed as owners of the message.

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Improving Office 365 journaling performance by increasing target folders used

If needed, you may be able to increase the performance of a Journaling activity processing Office 365 content by increasing the number of target folders used by the Journal activity.

One processing job is created for each defined target folder for that activity, so to have more messages processed at the same time, increase the number of target folders in use.

Refer to Modifying SMTP Journaling Groups in Chapter 20, Using the Journal Activity for Office 365 Content, for how to increase the number of target folders used.

Optimizing EMC SourceOne Search behavior for use with Office 365 content

You may want to modify how EMC SourceOne Search handles Office 365 email content by using the Web Search dialog from the Application Configuration node of the EMC SourceOne console.

Refer to Modifying EMC SourceOne Search behavior for use with Office 365 content on page 671 for more information.

Recommendations for improving User Delete performance 353

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Recommendations for improving User Delete performance The following topics discuss how to improve the performance of User Delete activities:

Folder Conversion utility on page 353

Journaling to Personal or Community mapped folders on page 353

Message deletion through the mail client (Delete - User Initiated Delete activity) on page 354

Message deletion through EMC SourceOne Search on page 354

Folder Conversion utility The Folder Conversion utility affects the performance of:

SQL Server, due to metadata updates to the EMC SourceOne Archive database.

EMC SourceOne Native Archive server with the Index role, due to ownership updates.

To improve performance for folder conversion:

Add EMC SourceOne Native Archive servers that have the Index role.

Use the Folder Conversion utility to schedule folder conversion for off-peak hours.

If you plan to run folder conversion during peak hours, use the Folder Conversion utility to reduce the number of threads.

After folder conversion completes, run database maintenance on the SQL Server.

Journaling to Personal or Community mapped folders Journaling to a Personal or Community folder rather than an Organization folder affects the performance of:

EMC SourceOne jobs, due to longer run times.

SQL Server, due to metadata being added to the EMC SourceOne Archive database.

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To improve performance of journaling to a Personal or Community mapped folder:

Increase the number of Journaling jobs on EMC SourceOne workers.

Add EMC SourceOne workers.

Message deletion through the mail client (Delete - User Initiated Delete activity) The Delete - User Initiated Delete activity processes user requests to delete messages through the mail client.

To improve the performance of the Delete - User Initiated Delete activity:

Schedule the Delete - User Initiated Delete activity to run at a time when other activities are not running.

Increase the number of connections to the mail server. Refer to Tuning worker server job access to servers in Chapter 7, Configuring Worker Servers.

Increase the number of Delete - User Initiated Delete jobs on EMC SourceOne workers.

Add EMC SourceOne workers.

Add EMC SourceOne Native Archive servers that have the Archive role.

Message deletion through EMC SourceOne Search To improve the performance of message deletions through EMC SourceOne Search:

Increase the number of Delete jobs on EMC SourceOne workers.

Add EMC SourceOne workers.

Add EMC SourceOne Native Archive servers that have the Archive role.

Best Practices for using mapped folders with EmailXtender archives 355

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Best Practices for using mapped folders with EmailXtender archives

If you are connecting EmailXtender archives to EMC SourceOne Email Management and associating mapped folders with those archives, you should be aware of the best practices for creating those mapped folders and using EmailXtender archives.

Refer to the section Best practices for using mapped folders with EmailXtender archives in Chapter 6, Configuring Mapped Folders, for more information.

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Best practices for using Shortcut - Historical or Archive - Historical activities to process EmailXtender data

If you have both EMC SourceOne Email Management and EMC EmailXtender in your environment, and you have journaled EMC EmailXtender data and want to create shortcuts of that data to save space, you have the following options for doing so:

The easiest method is to use the EmailXtender Archive and Shortcut tasks to journal and shortcut content until EmailXtender is replaced by EMC SourceOne Email Management as the active email archiving system, and then journal and shortcut new content using EMC SourceOne Email Management as follows:

1. Use EmailXtender to journal and shortcut journaled content initially using the Archive and Shortcut tasks.

2. Discontinue EmailXtender journaling and shortcutting.

3. Use the EMC SourceOne Email Management Journal and Shortcut - Historical activities to journal and shortcut content.

Use EmailXtender to archive the content, and use EMC SourceOne Email Management to shortcut as follows:

1. Use the EmailXtender Archive task to archive content from the user mailboxes.

2. Use the EMC SourceOne Shortcut - Historical activity to create shortcuts from the messages archived by EmailXtender by selecting the folder containing the archived content, and specifying the Process only previously archived items option on the Item Types page for that activity.

Use the EMC SourceOne Archive - Historical activity to archive EmailXtender content that has not been shortcut. Note that this may cause that content to be stored in both the EmailXtender and the EMC SourceOne Email Management archives.

1. Use the Archive - Historical activity to archive the EmailXtender content into EMC SourceOne Email Management.

2. Use the Shortcut - Historical activity to create shortcuts from the archived messages by selecting the mapped folder containing the archived content, and specifying the Process only previously archived items option on the Item Types page for that activity.

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Note that creating shortcuts from content in Exchange public folders is handled differently. Refer to Chapter 21, Processing Exchange Public Folder Content, for more information.

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Using Job Logs 359

12

Describes how to enable and use job logs using EMC SourceOne and is organized as follows:

Introduction to job logs ................................................................... 360 Enabling and disabling job logging............................................... 361 Viewing job logs ............................................................................... 362 Where to find job logs ..................................................................... 362 Understanding information in the job log.................................... 363 Computing mailbox reduction from email activities.................. 367

Using Job Logs

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Introduction to job logs Certain activities allow you to create log files that contain more information about the content processing performed by jobs. This information is more detailed than the summary information displayed by the Job Details area for that job.

This more detailed information is useful in understanding how content is processed by the job. And if you encounter problems in processing, may be useful in detecting and correcting such problems.

It is important to note that a single activity may create multiple jobs, and each job will have their own job log.

The following sections provide more detail on enabling and using job logs.

Enabling and disabling job logging on page 361

Viewing job logs on page 362

Where to find job logs on page 362

Understanding information in the job log on page 363

Computing mailbox reduction from email activities on page 367

Enabling and disabling job logging 361

Using Job Logs

Enabling and disabling job logging To enable the creation of job logs, select the Enable Detailed Logging option on the Activity Name page for the activities which support this option:

Archive - Historical

Archive - Personal Mail Files

Archive - User Directed Archive

Delete - Historical

Delete - User Directed Archive

File Archive - Historical

File Delete - Historical

File Restore - Historical

Migrate - Microsoft Office Outlook .PST

SharePoint Archive

Shortcut - Historical

Shortcut - User Directed Archive

Update Shortcut - Historical

You should generally not have the creation of job logs enabled since collecting this data consumes some system resources. You should enable it only when you need detailed information about the message processing for that job.

To disable the creation of job logs, click the Enable Detailed Logging option so that it is no longer selected on the Activity Name page.

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Viewing job logs You can view job log information by doing the following:

1. Select the job about which you want to view log information by using the EMC SourceOne console and navigating to the Job Management node.

2. Select the job from the job list displayed in the Preview pane. If the preview pane is not visible below the job list, select Action > Show Preview Pane.

3. In the Jobs Detail area, select the For more detailed job information, click here link. The log file will display.

If the link is not displayed, job logging was not enabled for this job. Refer to Chapter 10, Managing Jobs, for more information on how to manage jobs and use the Job Details area.

Where to find job logs Job log messages are written to files in the job logging directory specified during installation of the worker. By default, this directory is:

mapped-network-drive:\EMC SourceOne\JobLogs\

The EMC SourceOne Email Management Installation Guide describes setting the job log file directory during the installation process.

The log file name is formed by taking the job identifier, expressed in hexadecimal, and prefixing it to the name DETMSG and then adding the .log file extension. For example, the log file for the job with the identifier 123456 would be 1E240DETMSG.log. Note that the job identifier is expressed as a decimal number in the EMC SourceOne console.

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Understanding information in the job log Each job log file has three separate sections:

The top section contains job initialization information and is described in Understanding job initialization information on page 363.

The middle section contains job processing information and is described in Understanding job processing information on page 364.

The final section contains job summary information and is described in Understanding job summary information on page 366.

Understanding job initialization information The initialization information for a job is very similar for all jobs and contains:

The job number and when it started.

Whether the input provider could be successfully accessed.

The container processed.

The size of the container before beginning the job processing.

Example 1 on page 363 shows the initialization information for an Archive - Historical activity job used to archive mail from a Domino mail server.

Example 1 Job initialization information in an Archive - Historical job log

Mailbox operations Job: 101 started at Saturday, 26 July 2008 12:16:11. Folders to Process: Input provider 'ExNotesProvider.CoExNotesProvider' is successfully initialized.

Processing Mail Container: Alana N Raysor/QAE5 (CN=Alana N Raysor/O=QAE5) Mailbox size before archiving messages: 18.63MB

Processing Folder: (Mail Threads), Type: 32768 Archive ->MsgId: 47A0B97E9D3876AE6CD93B1D2A551D669F8AE38CEA1677B000, Subject: : Message 16 Date: 2007-05-21T17:53:04

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Understanding job processing information The processing information for a job is very similar for all jobs and contains:

The name of the container being processed.

The content in the container that was processed and how it was processed.

Summary information about the processing of each container.

Example 2 on page 365 shows an example of an Archive - Historical activity job used to archive mail from a Domino mail server. Examples for an Exchange mail server or a SharePoint server would be similar.

In Example 2 on page 365 the following messages are shown:

The name of the mail folder being processed. The log shows that the Mail Threads folder was being processed:

Processing Folder: (Mail Threads), Type: 32768

The messages in the folder that are being processed and how they are processed. The log in Example 2 on page 365 indicates that a message was archived from the mailbox:

Archive ->MsgId: 47A0B97E9D3876AE6CD93B1D2A551D669F8AE38CEA1677B000, Subject: : Message 16 Date: 2007-05-21T17:53:04

In another log file, the following message indicates that a message was shortcut:

Shortcut ->MsgId: 48AC54EB539F61A89DA85A342B13F12321372B6ED3BC165300, Subject: Multi WMF Images Date: 2007-12-07T17:31:23

In another log file, the following message indicates that a message was deleted:

Delete -> MsgId: N/A, Subject: What is the form of a draft message Date: 2008-07-31T22:14:51 Message deleted. Subject: What is the form of a draft message, Date: 2008-07-31T22:14:51

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After the processing for each mailbox is completed, summary information for that mailbox is displayed before processing begins on the next mailbox. The summary information for the Mail Threads mailbox is shown in the following log:

Mailbox size after archiving messages: 19.13MB Job(101) -> Total messages processed: 38 Size: 5.63 MB

Although not shown in Example 2 on page 365, any errors encountered during processing would also be listed with the job processing messages.

In the following log, a message about the successful creation of a message shortcut is followed by an unsuccessful attempt to create a message shortcut:

Shortcut ->MsgId: 47A0B8B0BD3F5CFD331DC7ED391DC56EEABFF5DFB88D566500, Subject: Fw: Message 10 Date: 2007-05-21T17:49:38 Shortcutting message failed. MsgId: 47A0B92F9C0FC5E425DA6069AF272E14DA102EE84F7D069400, Subject: Message 15 Date: 2007-05-21T17:51:44

Example 2 Job processing information in an Archive - Historical job log

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.

. Processing Folder: (Mail Threads), Type: 32768 Archive ->MsgId: 47A0B97E9D3876AE6CD93B1D2A551D669F8AE38CEA1677B000, Subject: : Message 16 Date: 2007-05-21T17:53:04 Archive ->MsgId: 47A0BF521BC2421267D06CD5E6FF8516ACC0C087E115538F00, Subject: Message 17 Date: 2007-05-21T18:17:55 Archive ->MsgId: 47A0B4F8083E0F5D78B1AC786A899A47B25EB8FBDAEB1AA500, Subject: message 9 Date: 2007-05-21T17:33:44 Archive ->MsgId: 47A0B561CFCD33D52DF4C1ABEFD58BCF1E9A448B2AC8360B00, Subject: Message 10 Date: 2007-05-21T17:35:31 Archive ->MsgId: 47A0B9E0DC2E31FB3AC130ADC08217375A0442D0C3D8BA5100, 88BF9308DC055BAA724200, Subject: New Todo 5 Date: 2008-07-26T15:22:09 Archive ->MsgId: 49E358A1704EDA92098A2DDE7B052816F9EE21A11CE253B000, Subject: New Todo 3 Date: 2008-07-26T15:22:09 Processing Folder: ($All), Type: 262144 Processing Folder: ($Calendar), Type: 1 Processing Folder: ($Contacts), Type: 2 Processing Folder: ($Drafts), Type: 8 Mailbox size after archiving messages: 19.13MB Job(101) -> Total messages processed: 38 Size: 5.63 MB . . .

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Understanding job summary information The summary information for a job contains similar information for all jobs. Example 3 on page 366 shows summary information for an Archive - Historical activity job used to archive mail from a Domino mail server. The job summary information lists:

The size of the container after processing the content.

In Example 3 on page 366, the log shows that the mailbox size was 3.26 MB after being processed:

Mailbox size after archiving messages: 3.26MB

The total number of pieces of content processed by the job and their total size.

In Example 3 on page 366, the log file indicates that job 175 processed a total of 6 messages with a total size of 3.25 MB.

Job(175) -> Total messages processed: 6 Size: 3.25 MB

The number of containers processed and the number of pieces of content in those containers that were processed.

In Example 3 on page 366, the log file indicates that 2 mail containers (mailboxes) were processed.

Total mail containers: 2

Example 3 Job summary information in an Archive - Historical job log

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.

. Mailbox size after archiving messages: 3.26MB Job(175) -> Total messages processed: 6 Size: 3.25 MB Total mail containers: 2 Total messages processed: 6 Size: 3.25 MB

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Computing mailbox reduction from email activities The following activities can create jobs which reduce the amount of storage used by a mailbox:

Delete - Historical

Delete - User Directed Archive

Migrate - Microsoft Office Outlook .PST

Shortcut - Historical

Shortcut - User Directed Archive

You can determine how much storage was reduced for a mailbox by analyzing the job log for the job that processed that mailbox and comparing the size of the mailbox before and after processing. Using Example 4 on page 367 as an example, do the following:

1. Locate the log message listing the size of the mailbox before processing.

Mailbox size before archiving messages: 17.34MB

2. Locate the log message listing the size of the mailbox after processing.

Mailbox size after archiving messages: 17.05MB

3. Subtract one from the other. In this example, 17.34 - 17.05 indicates that 0.29 MB were saved by the message deletions.

Example 4 Job log from a Delete - Historical activity

Mailbox operations Job: 212 started at Thursday, 31 July 2008 18:20:29.

Folders to Process: Input provider 'ExNotesProvider.CoExNotesProvider' is successfully initialized.

Processing Mail Container: Alana N Raysor/QAE5 (CN=Alana N Raysor/O=QAE5) Mailbox size before archiving messages: 17.34MB

Processing Folder: ($Calendar), Type: 1 Processing Folder: ($Drafts), Type: 8

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Delete -> MsgId: N/A, Subject: What is the form of a draft message Date: 2008-07-31T22:14:51

Message deleted. Subject: What is the form of a draft message, Date: 2008-07-31T22:14:51 Processing Folder: ($Inbox), Type: 16 Processing Folder: ($JunkMail), Type: 1024 Processing Folder: ($Sent), Type: 256

Delete -> MsgId: N/A, Subject: Delivery Failure Report message Date: 2008-07-31T22:14:51

Message deleted. Subject: Delivery Failure Report message, Date: 2008-07-31T22:14:51

Delete -> MsgId: N/A, Subject: A message for Ted to Reply to Date: 2008-07-31T22:14:51

Delete -> MsgId: N/A, Subject: A 2nd message for Ted to Reply to that has attachment Date: 2008-07-31T22:14:52

Message deleted. Subject: A 2nd message for Ted to Reply to that has attachment, Date: 2008-07-31T22:14:52

Message deleted. Subject: A message for Ted to Reply to , Date: 2008-07-31T22:14:51 Processing Folder: ($SoftDeletions), Type: 270340 Processing Folder: ($ToDo), Type: 512 Processing Folder: ($Trash), Type: 4Certain

Mailbox size after archiving messages: 17.05MB Job(212) -> Total messages processed: 4 Size: 0.00 MB Total mail containers: 0 Total messages processed: 4 Size: 0.00 MB

Maintaining EMC SourceOne 369

13

Describes how to maintain, backup, and restore an EMC SourceOne system. Some maintenance of an EMC SourceOne system needs to be performed daily, while other maintenance tasks occur less frequently.

The following sections describe the EMC SourceOne maintenance tasks that are common to all content types as well as those that are email management-specific:

Daily Maintenance Tasks (common and email-specific) ............ 370 Performing a backup of an EMC SourceOne system.................. 379 Restoring an EMC SourceOne system after backup ................... 392 Maintaining the EMC SourceOne databases (common) ............ 395 Infrequent Maintenance Tasks (common and email-specific) ... 417

Refer to the EMC SourceOne for Microsoft SharePoint Administration Guide for information on maintaining SharePoint archiving components. Refer to the EMC SourceOne for File Systems Administration Guide for information on maintaining file archiving components.

Maintaining EMC SourceOne

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Daily Maintenance Tasks (common and email-specific) To ensure that EMC SourceOne is functioning correctly and that content is being processed and archived as you intend, you should verify the health and correct operation of the EMC SourceOne system daily by performing the following maintenance tasks:

Review status of all EMC SourceOne system computers on page 372

Review activity job status on page 373

Review event logs on page 373

Review available storage space on page 374

Review storage volumes and searchable index status on page 375

Email-specific: Review journaling mailboxes or databases for unprocessed messages on page 375

Email-specific: Reprocessing Journal activity SMTP messages on page 376

In addition to the daily tasks there are other less frequent tasks that need to be performed regularly:

Perform backups of the EMC SourceOne system as described in Performing a backup of an EMC SourceOne system on page 379

Perform database maintenance as described in Maintaining the EMC SourceOne databases (common) on page 395

Perform other less frequent maintenance tasks such as those described in Infrequent Maintenance Tasks (common and email-specific) on page 417

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Table 43 on page 371 provides a daily maintenance task checklist for an EMC SourceOne system.

Table 43 EMC SourceOne daily maintenance checklist

Status Maintenance task

Review the status of all EMC SourceOne system computers as described in Review status of all EMC SourceOne system computers on page 372.

Review the status of all EMC SourceOne jobs as described in Review activity job status on page 373.

Review the event logs for potential problems relating to EMC SourceOne as described in Review event logs on page 373.

Review the storage occupied by the EMC SourceOne archive. Refer to Review available storage space on page 374.

Review the status of storage volumes and searchable indexes. Refer to Review storage volumes and searchable index status on page 375.

Email-specific: Review journaling mailboxes to see if there are any unprocessed messages. Refer to Email-specific: Review journaling mailboxes or databases for unprocessed messages on page 375.

Email-specific: Review Journal activity directories for SMTP messages that need to be manually reprocessed. For messages encountered when using the Journal activity with the SMTP

data source type, refer to Email-specific: Reprocessing Journal activity SMTP messages on page 376

For messages encountered when using the Journal activity with the Microsoft Office 365 data source type, refer to the section on reprocessing Office 365 Exchange journal reports in Using the Journal Activity for Office 365 Content on page 637.

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Review status of all EMC SourceOne system computers Review the network status of all EMC SourceOne system computers to make sure there are no connectivity problems.

To review the status of all EMC SourceOne computers:

1. Use a network management tool (such as the ping command) to verify network connectivity to all computers used by EMC SourceOne:

EMC SourceOne master server and worker server computers

EMC SourceOne database server computers

EMC SourceOne Native Archive servers

Any other servers with which the EMC SourceOne system interacts (such as mail servers or SharePoint servers)

The primary domain controller for the domain in which the EMC SourceOne system is used

2. Use the Servers node of the EMC SourceOne console to review the status of the worker computers. Using the Servers node is described in Chapter 7, Configuring Worker Servers.

Changing or duplicating MAC addresses of EMC SourceOne servers can cause problems for worker servers or Native Archive servers. Chapter 14, Troubleshooting EMC SourceOne, describes how to resolve these problems.

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Review activity job status Review the status of all jobs created by EMC SourceOne activities to make sure they are functioning properly.

Use the Job Management node of the EMC SourceOne console to review the status of the activity jobs. Using the Job Management node is described in Chapter 10, Managing Jobs.

At a minimum, the following status fields should be reviewed:

Review the Activity State field to make sure the activity is set appropriately.

Review the Job State field to make sure the jobs completed as expected.

If the status fields indicate a problem, gather additional information by doing the following:

Review the event log for the worker on which the job ran as described in Review event logs on page 373

Review the job log file for the job if it was enabled. Chapter 12, Using Job Logs, describes how to enable and use job logging.

Review event logs Events that can effect the EMC SourceOne system are reported in the EMC, Application, and System event logs. You should periodically review those logs to refer to if any unexplained or problematic events have occurred in EMC SourceOne, or any of the software EMC SourceOne uses, or the operating system.

It can be useful to create your own MMC application that loads the event logs from all the machines you monitor. Creating a custom event log monitor for all EMC SourceOne computers on page 428 describes how to create such an event log monitor.

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To view these event logs using the Microsoft Windows Event Viewer:

1. On the computer on which you want to view the event log, select Programs > Administrative Tools > Event Viewer from the Start menu.

The Event Viewer opens. The left pane lists the following event logs: Application, Security, System, and EMC.

The EMC log is installed by EMC SourceOne. The other logs are installed as part of the operating system.

2. To see a list of events in a log, click the log in the left pane.

3. To see the details of an event:

a. In the right pane, right-click the event.

b. Select Properties from the shortcut menu.

In some cases, you may be directed by EMC Support personnel to also review other information or log files associated with the product.

Review available storage space As content is archived, the amount of space used by EMC SourceOne to contain those messages grows. You should review the amount of storage used and available on the servers you use to store EMC SourceOne content (including database servers or Native Archive computers).

If the computers containing the messages or their associated databases run out of space, EMC SourceOne will no longer be able to archive messages.

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Review storage volumes and searchable index status You should review the creation of archival storage volumes and searchable indexes to make sure they are performing as expected.

Use the EMC SourceOne console to review the status of volumes and indexes.

In the Native Archive, a large number of open volumes may indicate that EMC SourceOne is having problems closing volumes, which may indicate that something is wrong with the storage drive (which is the extended drive, if you are using DiskXtender), or that the drive to which the volume is being written may be full.

Chapter 5, Configuring Archives, describes how to view Native Archive volume and index status.

Email-specific: Review journaling mailboxes or databases for unprocessed messages

In some cases, EMC SourceOne may encounter a problem transferring a message from an Exchange journaling mailbox or a Domino journaling database to EMC SourceOne. These messages are then not processed by EMC SourceOne.

The handling of these messages is different for each type of mail server:

Messages that could not be transferred from an Exchange mail server are moved to the Sent Items folder of the Exchange journaling mailbox for processing later.

The SourceOne administrator must review the Sent Items folder for these messages periodically and copy them to the Inbox folder of the journaling mailbox to attempt to reprocess them.

If a message remains in the Inbox folder for a long time (such as a day or more) this indicates that there is a problem either with the message or the system and the administrator should check the event log for a possible problem.

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Messages that could not be transferred from a Domino mail server are moved to the Bad Documents Folder of the Domino journaling database. Periodically, the ExProcBadDocs.exe agent takes messages from the Bad Documents Folder, places them in an NSF file and then places the NSF file into a message as an attachment. It then puts that message back in the All Documents view of the journaling database for processing.

If a message from a Domino mail server still cannot be processed, it is placed in the Bad Data Folder. An administrator must check the Bad Data Folder for these messages periodically and copy them back to the All Documents view of the journaling database to attempt to process them.

If a message remains in the Exchange Inbox folder or the Domino All Documents view for a long time (such as a day or more) this indicates that there is a problem either with the message or the system and the administrator should check the event log for a possible problem as described in Review event logs on page 373.

Email-specific: Reprocessing Journal activity SMTP messages In some cases, the Journal activity cannot process certain SMTP messages and so places them into a different folder for manual reprocessing.

This section describes how to reprocess those SMTP messages and is organized as follows:

Overview of reprocessing SMTP messages on page 377

Causes for SMTP messages to not be processed on page 377

SMTP message reprocessing procedure on page 378

Refer to Chapter 20, Using the Journal Activity for Office 365 Content,for information on reprocessing Exchange journal reports received from an Office 365 environment.

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Overview of reprocessing SMTP messages When SMTP is selected as the data source type for a Journal activity, that content is received by the Journal activity as an SMTP message.

When the Journal activity cannot process an SMTP message, that message is placed in the Baddir folder created within the Drop directory where the SMTP message was originally accessed by the Journal activity.

The message is moved to the Baddir folder so that:

The message is not continually being processed by EMC SourceOne Email Management.

The message is more easily found by the administrator for manual reprocessing.

The Baddir directory is created as a subdirectory of the IIS SMTP Drop directory (\Inetpub\Mailroot\Drop\Baddir) the first time an SMTP message cannot be processed by the Journal activity.

In many cases, reprocessing a message corrects the processing problem, since many problems are temporary.

The following sections describe why SMTP messages may need to be reprocessed and how to perform that processing:

Causes for SMTP messages to not be processed on page 377

SMTP message reprocessing procedure on page 378

Causes for SMTP messages to not be processed Reasons an SMTP message may not be processed by the Journal activity include:

There is a problem with the format of the message.

The message cannot be separated into its components by the EMC SourceOne Email Management unpacker.

The SMTP message cannot be placed in the Native Archive for some reason, such as there being a network issue.

One or more data source directories had a network connection problem and could not be accessed by EMC SourceOne Email Management.

One or more EMC SourceOne Email Management servers failed during processing, possibly because of operating system problems.

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SMTP message reprocessing procedure To reprocess SMTP messages that could not initially be processed by the Journal activity, do the following:

1. Navigate to the one or more Baddir directories for the Journal activity for the SMTP data source.

EMC SourceOne Email Management creates a Baddir directory when needed as a subdirectory of each specified data source directory (typically the IIS Drop directory). Each of these Baddir directories will need to be reviewed for messages that may need reprocessing.

Note: There are possibly several Baddir directories for the Journal activity when SMTP is selected (one for each Drop directory), but only one Journaling issues folder when Microsoft Office 365 is selected as the data source for the Journal activity.

2. Select an SMTP message from the one or more Baddir directories and move it to the data source directory specified for this activity so that it will be processed again.

3. If the SMTP message is not processed after several attempts, record any event log messages about the processing of the SMTP message, and contact EMC Software Support for assistance.

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Performing a backup of an EMC SourceOne system Because the EMC SourceOne system is a distributed system composed of many components, performing a backup of those components must be done in a particular order to be successful.

To perform a backup of the EMC SourceOne system, you must first suspend the operations of the various components in the correct order. Once the backup has completed, you can then resume the operation of those components again in the correct order.

Restoring an EMC SourceOne system after backup on page 392 describes how to restore an EMC SourceOne system from backup.

The following is the ordered procedure for performing a backup of an EMC SourceOne system:

1. Before beginning the backup process, review how EMC SourceOne behavior is changed during the backup procedure as described in EMC SourceOne behavior during the backup process on page 380.

2. If not previously installed, install the EMC SourceOne scripts for performing a backup of the EMC SourceOne system as described in Installing and using the EMC SourceOne suspend for backup scripts on page 381.

3. Suspend any other applications that make use of EMC SourceOne, such as EMC SourceOne Discovery Manager, prior to suspending EMC SourceOne itself, as described in Suspending applications that use EMC SourceOne on page 382.

4. Suspend the operation of the EMC SourceOne activities and workers as described in Suspending the EMC SourceOne activities on page 383.

5. Suspend the operation of the archives you are using with the EMC SourceOne system as described in Suspending EMC SourceOne archives on page 385.

6. Perform a backup of the EMC SourceOne system and archive computers as described in Performing the EMC SourceOne backup on page 386.

7. When the backup has completed on all computers, resume the operation of the archives as described in Resuming operation of the EMC SourceOne archives on page 388.

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8. Resume the operation of the EMC SourceOne system as described in Resuming operation of the EMC SourceOne system on page 390.

9. Verify the operation of the EMC SourceOne system after it has resumed operation as described in Verifying successful operation of EMC SourceOne after the backup on page 391.

10. Resume any other applications that make use of EMC SourceOne, such as EMC SourceOne Discovery Manager, after resuming EMC SourceOne itself, as described in Resuming applications that use EMC SourceOne on page 391.

EMC SourceOne behavior during the backup process While the EMC SourceOne system is suspended and being backed up, the following changes in behavior will occur:

The current state of the EMC SourceOne system, activities or jobs can be viewed, but should not be changed. Worker servers cannot be added or removed from the system.

Scheduled jobs may expire during the backup if their schedule causes them to expire while the backup is taking place.

Jobs will be suspended and will maintain their state without any failure or loss of data when they resume after the backup is complete.

Which jobs are suspended depends on which suspend script is used:

If the ES1_ActivitySuspend.vbs script is used to suspend activities for backup, all user initiated jobs will be suspended.

If the ES1_ActivityBackupSuspend.vbs script is used to suspend activities for backup, all user initiated jobs except EMC SourceOne Search search jobs will be suspended.

During this suspension, user interactions with the EMC SourceOne Search application can occur and the jobs created as a result of that interaction will function correctly during the backup process. All other job types will be suspended.

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Administrators should review the EMC SourceOne system to verify that no Native Archive archive folders are in the process of being deleted before beginning the backup process.

If a Native Archive archive folder is being deleted when the backup process occurs, the deletion will be paused and then continue to occur after the EMC SourceOne system is restored. However, pausing and continuing the deletion may cause problems and should be avoided.

Installing and using the EMC SourceOne suspend for backup scripts The EMC SourceOne backup scripts used to suspend and resume the EMC SourceOne system and Native Archive are located on the EMC SourceOne kit in the \Utility\Backup folder and named as described in Table 44 on page 381.

These scripts are provided as Microsoft Visual Basic Scripting Edition (VBScript) source files. Use the cscript command to run these scripts from the command line as follows:

C:\> cscript ES1_ActivitySuspend.vbs

The previous example shows how to run this command on a 32-bit version of a Microsoft Windows operating system. The following example shows how to run this command on a 64-bit version of a Microsoft Windows operating system:

C:\> C:\Windows\SysWOW64\cscript ES1_ActivitySuspend.vbs

Table 44 EMC SourceOne backup scripts

File Description

ES1_ActivitySuspend.vbs Suspends all workers prior to backup, does not allow searches

ES1_ActivityBackupSuspend.vbs Suspends all workers prior to backup, but allows searches

ES1_NativeArchiveSuspend.vbs Suspends the Native Archive archives prior to backup

ES1_NativeArchiveResume.vbs Resumes the Native Archive archives from a suspended state

ES1_ActivityResume.vbs Resumes workers from a suspended state

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These scripts can be run from any computer that has the EMC SourceOne console installed using an account that is part of the EMC SourceOne security group. Refer to the EMC SourceOne Email Management Installation Guide for more information on the EMC SourceOne security group.

These scripts can be used as is, or customized and integrated into existing backup procedures. The scripts do not use command line parameters, so any changes to the scripts must be made by editing the scripts. The script variables most likely to be changed by administrators are defined in the scripts as global variables and are described in Table 45 on page 382.

Suspending applications that use EMC SourceOne Prior to suspending the EMC SourceOne system, you should suspend any other applications that make use of EMC SourceOne, such as EMC SourceOne Discovery Manager. By doing this, you prevent the application from logging any errors because it cannot reach EMC SourceOne while it is in a suspended state.

While these applications are suspended, you may want to take the opportunity to backup any data associated with these applications.

Refer to the EMC SourceOne Discovery Manager Installation and Administration Guide for information on how to suspend EMC SourceOne Discovery Manager.

Table 45 Frequently modified backup script variables

Variable Description

timeout Is the amount of time in seconds that the script will wait before exiting if it does not complete. If the value is set to a value of 0 or less, the script will not exit until it completes. The default value is 3600 (1 hour). If you do not want the script to wait for an hour, you can shorten this time by reducing the value to a shorter period.

pollInterval Is the amount of time in seconds that the script will wait before polling the worker server state. The default value is 10.

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Suspending the EMC SourceOne activities The first step in performing a backup of EMC SourceOne is to suspend the operation of the EMC SourceOne activities as follows:

1. Verify that no EMC SourceOne Native Archive archive folders are in the process of being deleted before beginning the suspension and backup process. If an archive folder is in the process of being deleted, wait for the deletion to complete before suspending the system.

2. Use an account that is part of the EMC SourceOne security group to log on to the computer on which the EMC SourceOne console is installed and where the ES1_ActivitySuspend.vbs script will be run. Refer to the EMC SourceOne Email Management Installation Guide for more information on the EMC SourceOne security group.

3. Open a command prompt window by selecting Programs > Accessories > Command Prompt from the Start menu. The cmd.exe window displays.

4. In the cmd.exe window, use the cscript command to run one of the scripts to suspend EMC SourceOne activities and worker operations:

Run the ES1_ActivitySuspend.vbs script to suspend all activities, including EMC SourceOne Search searches.

Use the ES1_ActivityBackupSuspend.vbs script to suspend all activities for backup, but allow EMC SourceOne Search searches to occur.

The following is an example of running the ES1_ActivitySuspend.vbs script:

C:\> cscript ES1_ActivitySuspend.vbs

5. Review the output of the script to determine if the script was successful:

The following message indicates that the workers and activities have been successfully suspended, and then lists the suspended workers:

All workers suspended successfully. Worker status report: Worker ALPHA: Suspended Worker BETA: Suspended Worker GAMMA: Suspended

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Continue with the backup procedure by suspending the installed EMC SourceOne archives as described in Suspending EMC SourceOne archives on page 385.

The following message indicates that one or more workers could not be successfully suspended before the script exited:

Timeout occurred while waiting for workers to suspend Worker status report: Worker ALPHA: Suspended Worker BETA: Available Worker GAMMA: Suspended

The previous message indicates that there was a problem suspending the activities and workers. The status message in this case indicates that the worker server BETA was not suspended. Do the following to correct this problem:

a. Review the state of your EMC SourceOne system and correct any problems you encounter that may have caused one or more workers to be unable to suspend, then rerun the script as described in Step 1.

b. If no problem could be found, edit the ES1_ActivitySuspend.vbs or the ES1_ActivityBackupSuspend.vbs script and increase the value of the timeout variable to allow the activities and workers more time to suspend and then rerun the script as described in Step 1.

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Suspending EMC SourceOne archives After suspending the EMC SourceOne workers and activities, the next step is to suspend the archives used with EMC SourceOne. The process for suspending an archive is different for each type of archive and is listed in Table 46 on page 385.

To suspend EMC SourceOne Native Archives, do the following:

1. Use an account that is part of the EMC SourceOne security group to log on to the computer on which the EMC SourceOne console is installed and where the ES1_NativeArchiveSuspend.vbs script will be run. Refer to the EMC SourceOne Email Management Installation Guide for more information on the EMC SourceOne security group.

2. Open a command prompt window by selecting Programs > Accessories > Command Prompt from the Start menu. The cmd.exe window displays.

3. In the cmd.exe window, use the cscript command to run the ES1_NativeArchiveSuspend.vbs script to suspend all Native Archive servers and operations:

C:\> cscript ES1_NativeArchiveSuspend.vbs

4. Review the output of the script to determine if the script was successful:

The following message indicates that an archive has been successfully suspended:

All archives suspended successfully. Archive status report: Archive NativeArchive1: Suspended

Table 46 Suspending and performing a backup of EMC SourceOne archives

Archive type How to suspend for backup

EMC EmailXtender 4.8 SP1 archive

Suspend the EMC EmailXtender 4.8 SP1 archive as part of performing a backup of EMC SourceOne. This archive should be backed up using the procedure described in the EMC EmailXtender Administrators Guide. Continue the backup procedure as described in Performing the EMC SourceOne backup on page 386.

EMC SourceOne Native Archive

Suspend the EMC SourceOne Native Archive as described in Suspending EMC SourceOne archives on page 385.

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Continue with the backup procedure by performing the backup as described in Performing the EMC SourceOne backup on page 386.

The following message indicates that an archive could not be successfully suspended before the script exited:

Timeout occurred while waiting for archives to suspend. Archive status report: Archive NativeArchive1: Available

The previous message indicates that there was a problem suspending the archive. The status message in this case indicates that the archive NativeArchive1 was not suspended. Do the following to correct this problem:

a. Review the state of your EMC SourceOne Native Archive and servers, and correct any problems you encounter that may have caused them to be unable to suspend, then rerun the script as described in Step 1.

b. If no problem could be found, edit the ES1_NativeArchiveSuspend.vbs script and increase the value of the timeout variable to allow the archive more time to suspend and then rerun the script as described in Step 1.

Performing the EMC SourceOne backup Use your preferred backup solution, such as the EMC NetWorker backup and recovery software, to perform the backup of the EMC SourceOne system and archives.

Make sure you include the following in your backup of the EMC SourceOne system and one or more archives:

The Microsoft SQL Server databases used by the EMC SourceOne system, and if used, the EMC SourceOne Discovery Manager:

Activity database (EMC SourceOne system database)

Search database (EMC SourceOne Search database)

Native Archive database

EMC EmailXtender database (this database is only available if you are using EMC EmailXtender with EMC SourceOne).

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EMC SourceOne Discovery Manager database (this database is only available if you have installed EMC SourceOne Discovery Manager)

The one or more archives used by EMC SourceOne:

The EMC SourceOne Native Archive. A backup of the Native Archive includes backing up the following:

The Native Archive database The one or more Native Archive message center

directories. The one or more Native Archive container file (volume)

locations. This includes container files stored on EMC Centera or other devices.

The one or more Native Archive index locations (if indexes have been created).

The EmailXtender 4.x archive. Perform a backup of the EMC EmailXtender system and archive (including the database) as directed in the EMC EmailXtender Administrators Guide.

To reduce downtime, have the EmailXtender backup occur at the same time as the EMC SourceOne system backup.

Once the backup has been completed on all EMC SourceOne system and archive computers, you can resume the operation of the EMC SourceOne system as follows:

1. Resume the archive processing as described in Resuming operation of the EMC SourceOne archives on page 388.

2. Resume the activity processing as described in Resuming operation of the EMC SourceOne system on page 390.

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Resuming operation of the EMC SourceOne archives To resume the operation of EMC SourceOne after performing a backup, first resume the operation of the EMC SourceOne archive.

The process for resuming an archive is different for each type of archive and is listed in Table 47 on page 388.

To resume operation of the EMC SourceOne Native Archives, do the following:

1. Use an account that is part of the EMC SourceOne security group to log on to the computer on which the EMC SourceOne console is installed and where the ES1_NativeArchiveResume.vbs script will be run. Refer to the EMC SourceOne Email Management Installation Guide for more information on the EMC SourceOne security group.

2. Open a command prompt window by selecting Programs > Accessories > Command Prompt from the Start menu. The cmd.exe window displays.

3. In the cmd.exe window, use the cscript command to run the ES1_NativeArchiveResume.vbs script to resume all Native Archive servers and operations:

C:\> cscript ES1_NativeArchiveResume.vbs

4. Review the output of the script to determine if the script was successful:

The following message indicates that the archives have successfully resumed operation:

All archives resumed successfully. Archive status report: Archive NativeArchive1: Available

Table 47 Resuming operation of EMC SourceOne archives

Archive type How to resume from backup

EMC EmailXtender 4.8 SP1 archive

Resume operation of the EMC EmailXtender 4.8 SP1 archive as described in the EMC EmailXtender Administrators Guide. Continue the backup procedure by resuming operation of the EMC SourceOne activities as described in Resuming operation of the EMC SourceOne system on page 390.

EMC SourceOne Native Archive

Resume operation of the EMC SourceOne Native Archive as described in Resuming operation of the EMC SourceOne archives on page 388.

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Continue to resume operation of EMC SourceOne as described in Resuming operation of the EMC SourceOne system on page 390.

The following message indicates that a Native Archive archive could not successfully resume operation before the script exited:

Timeout occurred while waiting for archives to resume. Archive status report: Archive NativeArchive1: Suspended

The previous message indicates that there was a problem resuming operation of the archives. The status message in this case indicates that the archive NativeArchive1 is suspended and not available. Do the following to correct this problem:

a. Review the state of your EMC SourceOne Native Archive and servers, and correct any problems you encounter that may have caused them to be unable to resume operation, then rerun the script as described in Step 1.

b. If no problem could be found, edit the ES1_NativeArchiveResume.vbs script and increase the value of the timeout variable to allow the archive more time to resume operation and then rerun the script as described in Step 1.

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Resuming operation of the EMC SourceOne system The final step in resuming operation of the EMC SourceOne system after performing a backup is to resume the operation of the EMC SourceOne activities and worker servers. To resume the operation of the activities and worker servers, do the following:

1. Use an account that is part of the EMC SourceOne security group to log on to the computer on which the EMC SourceOne console is installed and where the ES1_ActivityResume.vbs script will be run. Refer to the EMC SourceOne Email Management Installation Guide for more information on the EMC SourceOne security group.

2. Open a command prompt window by selecting Programs > Accessories > Command Prompt from the Start menu. The cmd.exe window displays.

3. In the cmd.exe window, use the cscript command to run the ES1_ActivityResume.vbs script to resume operation of all EMC SourceOne activities and workers:

C:\> cscript ES1_ActivityResume.vbs

4. Review the output of the script to determine if the script was successful:

The following message indicates that the workers and activities have successfully resumed operation:

All workers resumed successfully. Worker status report: Worker ALPHA: Available Worker BETA: Available Worker GAMMA: Available

The EMC SourceOne system has now resumed operation.

You should now verify that EMC SourceOne has completely resumed operation as described in Verifying successful operation of EMC SourceOne after the backup on page 391.

The following message indicates that one or more workers could not successfully resume operation before the script exited:

Timeout occurred while waiting for workers to resume Worker status report: Worker ALPHA: Suspended Worker BETA: Available

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Worker GAMMA: Available

The previous message indicates that there was a problem resuming operation of one or more workers. The status message in this case indicates that the worker server ALPHA is still suspended and is not available. Do the following to correct this problem:

a. Review the state of your EMC SourceOne system, and correct any problems you encounter that may have caused the system to be unable to resume operation, then rerun the script as described in Step 1.

b. If no problem could be found, edit the ES1_ActivityResume.vbs script and increase the value of the timeout variable to allow the activities more time to resume operation and then rerun the script as described in Step 1.

Verifying successful operation of EMC SourceOne after the backup After the EMC SourceOne system has resumed operation, review the system status to make sure everything has resumed properly by performing the tasks in the system maintenance checklist listed in Daily Maintenance Tasks (common and email-specific) on page 370.

In particular, review job status to make sure that no jobs that were scheduled to run expired while the backup was occurring. If one or more jobs did expire, you should determine whether you need to reschedule them to run.

Resuming applications that use EMC SourceOne After resuming the EMC SourceOne system, you should resume any other applications that make use of EMC SourceOne, such as EMC SourceOne Discovery Manager. Resuming dependent applications after you have resumed the EMC SourceOne system, prevents those applications from logging errors because they cannot reach EMC SourceOne while it is in a suspended state.

Refer to the EMC SourceOne Discovery Manager Installation and Administration Guide for information on how to resume EMC SourceOne Discovery Manager.

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Restoring an EMC SourceOne system after backup When restoring an EMC SourceOne system from backup you must restore the entire system, even if only one component needs restoration. Restoring the entire system from backup keeps all the components synchronized.

You restore an EMC SourceOne system from backup as follows:

1. If the EMC SourceOne system is running, suspend the system as described in the following sections, in the following order:

a. Suspending applications that use EMC SourceOne on page 382

b. Suspending the EMC SourceOne activities on page 383

c. Suspending EMC SourceOne archives on page 385

2. Perform the restoration using the same solution to restore the EMC SourceOne system and archives as you did to back them up. Performing a backup of an EMC SourceOne system on page 379 describes how to backup an EMC SourceOne system.

3. Remove any existing files from the following locations before you restore files to those locations:

The one or more Native Archive message center directories

The one or more Native Archive container file (volume) locations. This includes container files stored to EMC Centera or other devices using EMC DiskXtender

The one or more Native Archive index locations (if indexes have been created)

4. Restore the Microsoft SQL Server databases used by the EMC SourceOne system, and if used, the EMC SourceOne Discovery Manager:

Activity database (EMC SourceOne system database)

Search database (EMC SourceOne Search database)

Native Archive database

EMC EmailXtender database (this database is only available if you are using EMC EmailXtender with EMC SourceOne).

EMC SourceOne Discovery Manager database (this database is only available if you have installed EMC SourceOne Discovery Manager)

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5. Restore the one or more archives used by EMC SourceOne:

The EMC SourceOne Native Archive, including the following:

The Native Archive database The one or more Native Archive message center

directories. The one or more Native Archive container file (volume)

locations. This includes container files stored to EMC Centera or other devices using EMC DiskXtender.

The one or more Native Archive index locations (if indexes have been created).

Refer to Considerations for restoring Native Archive with multiple index storage locations on page 394 for additional considerations when restoring certain Native Archive configurations.

The EmailXtender 4.x archive. Restore the EMC EmailXtender system and archive (including the database) as directed in the EMC EmailXtender Administrators Guide.

To reduce downtime, you can have the EmailXtender restoration occur at the same time as the EMC SourceOne system restoration.

6. Resume the suspended EMC SourceOne system as described in the following sections, in the following order:

a. Resuming operation of the EMC SourceOne archives on page 388

b. Resuming operation of the EMC SourceOne system on page 390

c. Resuming applications that use EMC SourceOne on page 391

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Considerations for restoring Native Archive with multiple index storage locations If you are using the EMC SourceOne Native Archive and you have multiple index storage locations defined, you need to take additional precautions when restoring the Native Archive from backup.

EMC SourceOne Native Archive indexes are numbered sequentially as they are generated and information about the indexes is stored in the Native Archive database.

When restoring the Native Archive from backup in an environment in which you have two or more index storage locations, you must ensure that the sequentially numbered indexes in the index storage locations match the data about the indexes in the Native Archive database for the recovery point objective (RPO).

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Maintaining the EMC SourceOne databases (common) Part of maintaining the EMC SourceOne system includes maintaining the EMC SourceOne Email Management databases, and the Discovery Manager database if that product is installed.

When you first install the EMC SourceOne products, there is not a great need to perform database maintenance because there is not a large amount of data stored in the databases. However, once the products are in regular use, you should perform regular database maintenance.

Refer to the following sections for important database maintenance concepts and processes:

Database maintenance concepts on page 395

Database maintenance guidelines and best practices on page 401

Installing and Using the EMC SourceOne database maintenance tools on page 406

Refer to Chapter 5, Configuring Archives, for how to configure the Native Archive and the Native Archive database.

Database maintenance concepts You should understand some core concepts about databases and their need for maintenance before performing that maintenance. Refer to the following sections for those concepts:

Why is database maintenance required? on page 396

More about index defragmentation on page 396

More about updating statistics on page 396

Which EMC SourceOne databases need maintenance? on page 397

When and how often should maintenance occur? on page 397

You should also review the guidelines in Database maintenance guidelines and best practices on page 401.

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Why is database maintenance required? Microsoft SQL Server databases that have a high volume of activity require regular maintenance. In particular, index fragmentation and out-of-date statistics can degrade performance if the databases are not regularly maintained to avoid these problems.

The Native Archive, Activity, and DiscoveryManager databases are high-volume databases and require the maintenance previously described to avoid performance degradation.

Refer to More about index defragmentation on page 396 for more on defragmenting indexes.

Refer to More about updating statistics on page 396 for more information on updating statistics.

More about index defragmentation Index fragmentation occurs when the logical and physical structure of the database gets out of order. Indexes in high-volume databases become fragmented due to the high volume of data being inserted, deleted, and updated. When a database becomes fragmented, the performance of that database degrades.

The performance impact of fragmented indexes is more significant with operations that cause SQL Server to process large amounts of data, such as archiving, searching, exporting or disposing of large amounts of data. However, even if you are not processing large amounts of data, defragmenting indexes is still necessary and will allow you to optimize your system performance.

Refer to Installing and Using the EMC SourceOne database maintenance tools on page 406 for how to defragment indexes using the maintenance tools. Refer to Microsoft guidelines for SQL Server database maintenance on page 401 for how to defragment indexes without using the maintenance tools.

More about updating statistics SQL Server collects and uses statistics about the distribution of data in table indexes to build efficient query plans that improve the performance of database queries. Indexes in high-volume databases require regular updates to these statistics because such tables often change which causes the statistics to become out-of-date. If the statistics are not updated regularly, query, retrieval, and archive performance will degrade, especially when performing operations on large amounts of data such as large queries and large retrievals.

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Even though the EMC SourceOne databases are created with the auto update statistics option enabled so that statistics get automatically updated, it is still necessary to perform additional updates to those statistics. This is because the EMC SourceOne database statistics can get outdated more often than the auto update option causes them to be updated.

Refer to Installing and Using the EMC SourceOne database maintenance tools on page 406 for how to update statistics using the maintenance tools. Refer to Microsoft guidelines for SQL Server database maintenance on page 401 for how to update statistics without using the maintenance tools.

Which EMC SourceOne databases need maintenance? EMC SourceOne Email Management installs the following SQL Server databases:

Native Archive database

Activity database

Search database

EMC SourceOne Discovery Manager installs a single SQL Server database:

DiscoveryManager

The Native Archive, Activity, and DiscoveryManager databases are high-volume databases that require regular maintenance as described in this section.

The data in the Search database is temporary, so maintenance tasks such as index defragmentation and updating statistics may not be necessary for that database.

When and how often should maintenance occur? Typically, the best time to perform your database maintenance tasks is immediately after you have backed up your database and the EMC SourceOne system is in a suspended state.

Refer to Performing a backup of an EMC SourceOne system on page 379 for how to perform a backup of your EMC SourceOne Email Management system. Refer to the EMC SourceOne Discovery Manager Installation and Administration Guide for information on performing a backup of EMC SourceOne Discovery Manager.

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Typically, for high-volume databases such as those used by EMC SourceOne Email Management and Discovery Manager, maintenance tasks should be performed at the specified intervals described in the following sections:

Weekly database maintenance tasks on page 398

Monthly database maintenance tasks on page 399

Weekly database maintenance tasks Table 48 on page 399 lists database maintenance tasks to be performed every week.

As general guidance, the following tasks should be performed at least once a week, but may need to be performed as often as three times a week if the system is very active, such as a system processing over 100,000 documents a day.

The interval at which you need to perform maintenance may vary depending on several factors, such as: the amount of content you are archiving, how much and how often you are regularly conducting searches, and how much time you have available in your maintenance window to perform your maintenance tasks.

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Review Database maintenance guidelines and best practices on page 401 before performing this maintenance.

Monthly database maintenance tasks The monthly database maintenance tasks to perform is listed in Table 49 on page 400.

Whether once a month is the correct interval for your installation depends on several factors, such as: the amount of content you are archiving, how much and how often you are regularly conducting searches, and how much time you have available in your maintenance window for these tasks.

Table 48 Weekly maintenance checklist

Status Weekly maintenance task

Defragment the indexes for the following EMC SourceOne Email Management databases using the provided database maintenance tools: Native Archive database Activity database Refer to Installing and Using the EMC SourceOne database maintenance tools on page 406 for more information on these tools.

Defragment the indexes for the following EMC SourceOne Discovery Manager database, if it is installed: DiscoveryManager database Refer to Installing and Using the EMC SourceOne database maintenance tools on page 406 for more information on these tools.

Update statistics for the following EMC SourceOne Email Management databases using the provided database maintenance tools: Native Archive database Activity database Refer to Installing and Using the EMC SourceOne database maintenance tools on page 406 for more information on these tools.

Update statistics for the following EMC SourceOne Discovery Manager database, if it is installed: DiscoveryManager database Refer to Installing and Using the EMC SourceOne database maintenance tools on page 406 for more information on these tools.

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Review Database maintenance guidelines and best practices on page 401 before performing this maintenance.

Table 49 Monthly maintenance checklist

Status Monthly maintenance task

Review the disk space available for each of the following databases to make sure that you have enough physical space to allow for database growth: Native Archive database Activity database Search database DiscoveryManager database (if installed)

Review database integrity for each of the following databases: Native Archive database Activity database DiscoveryManager database (if installed) Refer to your SQL Server documentation or the following article for more information on checking database integrity: http://msdn.microsoft.com/en-us/library/ms176064.aspx

Review whether you should increase the sizes of the following databases or the growth value for these databases using SQL Server Management Studio: Native Archive database Activity database DiscoveryManager database (if installed) Refer to your Microsoft SQL Server documentation for more information on how to increase the size or growth value of a database. By default, EMC SourceOne creates the databases with an initial size of 1 GB and a growth value of 100 MB. It is recommended that you increase the growth value from 100 MB to 1 GB after installation. You may need to increase the growth value to greater than 1 GB depending on the monthly growth pattern of the database. Increasing these values may help limit physical fragmentation of the database. Even though the EMC SourceOne database files are configured with the auto grow option, EMC SourceOne recommends that you review whether to increase the database file size to limit the physical fragmentation of the database that can occur when the database files auto grow often.

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Database maintenance guidelines and best practices The following sections list guidelines and best practices for performing maintenance of your EMC SourceOne databases:

Microsoft guidelines for SQL Server database maintenance on page 401 lists Microsoft guidelines for performing SQL Server database maintenance.

EMC SourceOne guidelines for maintaining EMC SourceOne databases on page 402 lists EMC SourceOne guidelines for maintaining the EMC SourceOne databases.

Microsoft guidelines for SQL Server database maintenance Microsoft provides guidance on how to perform SQL Server database maintenance. This guidance is specific to the version and edition of SQL Server used.

Refer to the following article for overall database maintenance information:

http://msdn.microsoft.com/en-us/library/ms178081.aspx

Refer to the Microsoft SQL Server documentation or the following online article for the appropriate procedure to defragment an index:

http://msdn.microsoft.com/en-us/library/ms188917%28v=SQL .90%29.aspx

Refer especially to section D of this online article for a sample script for use in defragmenting an index.

Refer to the Microsoft SQL Server documentation or the following online article for the appropriate procedure to update statistics:

http://msdn.microsoft.com/en-us/library/ms187348%28v=SQL .90%29.aspx

You can also use the EMC SourceOne tools for maintenance of the EMC SourceOne Email Management or EMC SourceOne Discovery Manager databases. Refer to Installing and Using the EMC SourceOne database maintenance tools on page 406 for more information on these tools.

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EMC SourceOne guidelines for maintaining EMC SourceOne databases Consider the following guidelines before performing maintenance on your EMC SourceOne databases. These guidelines are separated into the following sections:

Guidelines for preparing to maintain the databases on page 402

Guidelines for when or how often to maintain the databases on page 404

Guidelines for defragmenting the indexes in the databases on page 405

Other guidelines for maintaining the databases on page 405

Guidelines for preparing to maintain the databases The following are guidelines for how to prepare to perform database maintenance.

How you prepare the databases before performing database maintenance differs depending on the edition of SQL Server you are using:

The Standard edition of SQL Server requires that the database be suspended and offline for index maintenance. Failure to suspend the system may cause problems as tables in the database will be locked. This means that EMC SourceOne (and Discovery Manager if installed) must be in a suspended state as well and that no activity, including searches or shortcut retrievals, can be performed.

Even with the Enterprise edition of SQL Server, EMC SourceOne recommends that the database be suspended and offline for index maintenance.

However, Enterprise edition does support index maintenance while the database is online, with the caveat that database performance will be degraded while the maintenance is taking place. This degraded performance may cause slow retrieval of shortcuts, and may even cause such retrievals to not complete in the allotted time and timeout.

If you allow the database to be online then shortcut retrievals can be performed, although no other activity can be performed.

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If there are multiple EMC SourceOne products installed, such as EMC SourceOne Email Management and EMC SourceOne Discovery Manager, the database maintenance of both products should be coordinated so that the impact of the maintenance is minimized for all users.

When running the database maintenance scripts on EMC SourceOne Email Management databases, you need sufficient space in the tempdb database for the processing to occur. When the script rebuilds an index, the tempdb database is used for sorting operations. If the rebuild is being done while in online mode, a copy of the index is maintained by SQL Server in the target database for availability while the rebuild occurs.

In a typical partitioned database using the default partition size, the tempdb database size should be large enough to contain as much as 20% of the size of the database being processed. Note that this is in addition to whatever other use is being made of the tempdb database.

Refer to the following article for more information on the tempdb database: http://msdn.microsoft.com/en-us/library/ms190768.aspx

If there are any groups or software monitoring your database resource usage, such as usage of tempdb, of log space, and so on, they should be made aware of when you are performing database maintenance to prevent unnecessary alerts from being generated. The groups or software may need to adjust the alerts to take into account database maintenance, or to create exceptions for the database maintenance operations.

Performing database maintenance can cause high disk I/O on the database server and may cause an alert of some kind to be issued by the monitoring group or software. Refer to the EMC SourceOne Email Management Installation Guide for recommendations for installing the databases.

Be aware that when performing index maintenance, SQL Server may increase the amount of log space used. This can cause the log file in the database to grow.

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Performing database maintenance with the database in offline mode is preferred because it allows more complete maintenance to be performed. If you cannot perform the database maintenance in offline mode at all times, you should still try to perform it regularly. For example, you could perform maintenance in online mode twice, and then the third time perform it in offline mode.

Guidelines for when or how often to maintain the databases The following are guidelines for when or how often to perform database maintenance.

Typically, the best time to perform database maintenance is immediately after you have backed up your database and the EMC SourceOne system (and Discovery Manager if installed) are already in a suspended state.

Refer to Performing a backup of an EMC SourceOne system on page 379 for how to perform a backup of your EMC SourceOne system.

Refer to the EMC SourceOne Discovery Manager Installation and Administration Guide for how to perform a backup of EMC SourceOne Discovery Manager.

Database maintenance tasks should be performed when no other heavy processing is occurring on the database server, such as when EMC SourceOne is performing archiving activities. This is because performing tasks such as defragmenting indexes and updating database statistics make heavy use of the database server disks and CPU.

Maintenance tasks such as updating statistics or defragmenting indexes can be interrupted with no damage to the system. Such interruptions may be necessary when a higher priority operation needs to complete and so the maintenance task needs to be interrupted and delayed until a more suitable time.

On high volume systems that are ingesting 100,000 or more documents a day, performing index maintenance more often than once a week may be warranted.

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Guidelines for defragmenting the indexes in the databases The following are guidelines for defragmenting the indexes in the databases.

If you are using the Enterprise edition of SQL Server, you can use partitioning to shorten the time it takes to defragment your indexes since the most recently created partition will contain most of the fragmentation.

Typically, you will gain the largest benefit to your system if you defragment your indexes before you update the statistics.

The Archive database indexes are more likely to be fragmented than the Activity or DiscoveryManager database indexes. This is because the volume of data inserted or updated into the Archive database will cause the indexes in that database to be more frequently fragmented and more heavily fragmented than those in the Activity or DiscoveryManager database indexes.

Typically, the indexes for the following tables in the Archive database tend to be candidates for being highly fragmented and so will often need to be defragmented or rebuilt:

Message

FolderMessage

Route

FTIndexUpdate

MessageExtension

EmailAddress

Other guidelines for maintaining the databases The following are other database maintenance guidelines.

In some cases, you may need to move the EMC SourceOne databases from one SQL Server to another once they are installed. Refer to Moving EMC SourceOne databases on page 421 for guidance in performing that task.

Contact your EMC representative if you need assistance to move your EMC SourceOne databases.

Updating statistics can be a time-consuming operation, and so you should schedule this maintenance task with that in mind.

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Note that the EMC SourceOne Email Management database maintenance scripts will timeout after approximately 12 hours to prevent them from running too long and consuming too many resources. If a timeout occurs, you can run the script again and it will start where it left off.

If database performance has become seriously degraded, and you are seeing higher than normal disk usage and CPU usage, you may be able to improve performance more quickly by only defragmenting the indexes and not updating statistics.

Once database performance has improved, you should defragment the indexes and update the statistics as soon as possible.

Installing and Using the EMC SourceOne database maintenance tools In addition to the general database maintenance guidance provided by Microsoft and described in Microsoft guidelines for SQL Server database maintenance on page 401, EMC SourceOne includes scripts which allow you to maintain the indexes of the Archive, Activity, and DiscoveryManager databases. No scripts are provided for maintaining the Search database.

Before using these scripts you should review Database maintenance guidelines and best practices on page 401.

The following sections describe how to install and use these maintenance scripts:

Installing the database maintenance scripts on page 406

Using the database maintenance scripts on page 407

Scheduling database maintenance script execution on page 411

Sample database maintenance interactive session on page 412

Sample database maintenance log file on page 414

Installing the database maintenance scripts The database maintenance scripts for the Archive, Activity, and DiscoveryManager databases are very similar, and so the options, and output from the selected options are very similar. The primary difference between the output of the scripts is seen when the Archive database is partitioned, since the Activity and DiscoveryManager databases cannot be partitioned.

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To install these scripts, copy the following directories (and the files they contain) from the installation kit to a directory on the SQL Server computer:

\Setup\Database\Utilities\Maintenance\Activity

\Setup\Database\Utilities\Maintenance\Archive

\Setup\Database\Utilities\Maintenance\DiscoveryManager

These directories contains the Activity, Archive, and DiscoveryManager database maintenance scripts and the associated Visual Basic scripts needed by those scripts as follows:

\Activity\ES1_ActivityDB_Helper.vbs

\Activity\ES1_ActivityDB_Maintenance_mssql.bat

\Archive\ES1_ArchiveDB_Helper.vbs

\Archive\ES1_ArchiveDB_Maintenance_mssql.bat

\DiscoveryManager\ES1_DMDB_Helper.vbs

\DiscoveryManager\ES1_DMDB_Maintenance_mssql.bat

The Visual Basic files in these directories are used only to redirect output to log files as well as to the terminal screen and do not perform any other function.

Refer to Using the database maintenance scripts on page 407 for information on using the maintenance scripts.

Refer to EMC SourceOne guidelines for maintaining EMC SourceOne databases on page 402 for guidance on running the maintenance scripts.

Using the database maintenance scripts To run the database maintenance scripts, do the following for the Activity, Archive and DiscoveryManager databases:

1. Review the script guidelines before you run the scripts. Refer to EMC SourceOne guidelines for maintaining EMC SourceOne databases on page 402.

2. Verify that the EMC SourceOne system is in a suspended state as it would be for backing up the system.

Note that the ability to perform searches while the system is suspended depends on which script you used to suspend the system:

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If you suspend the system using the ES1_ActivitySuspend.vbs script prior to performing database maintenance, only shortcut retrieval is possible.

If you suspend the system using the ES1_ActivityBackupSuspend.vbs script prior to performing database maintenance, both shortcut retrieval and EMC SourceOne Search searches are possible.d elsewhere.

Refer to Performing a backup of an EMC SourceOne system on page 379 for more information on suspending the EMC SourceOne system.

3. Log into an account on the SQL Server computer that has the ALTER and VIEW DATABASE STATE permissions for the specific database you are processing (Archive, Activity, or DiscoveryManager).

4. Execute the appropriate batch file either by running it from the DOS command prompt or by double clicking the file name:

Execute ES1_ActivityDB_Maintenance_mssql.bat to maintain the Activity database.

Execute ES1_ArchiveDB_Maintenance_mssql.bat to maintain the Archive database.

Execute ES1_DMDB_Maintenance_mssql.bat to maintain the DiscoveryManager database.

Note that if the batch file is run from a CD-ROM, or any other read-only location, it will fail with an access denied message.

Refer to Sample database maintenance interactive session on page 412 for an example of an interactive session with the maintenance script.

Refer to Sample database maintenance log file on page 414 for a sample log file.

5. Review the guidelines for performing database maintenance that are printed when the script executes:

Database maintenance, being a very resource intensive process causing high disk and CPU usage on SQL Server, should be performed in off-peak hours.

Both index maintenance and update statistics steps can be time consuming, depending on the maintenance state and size of the database.

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EMC SourceOne administrative activities should not be operational during maintenance.

To reduce maintenance time and increase the quality of the maintenance, the maintenance process should be performed in offline mode. However, offline maintenance will have an effect on performing the EMC SourceOne operations such as user searches and shortcut retrieval. Refer to Table 50 on page 410 for a comparison of online versus offline modes.

Online database maintenance mode is supported only in SQL Server Enterprise edition; only offline mode is supported using SQL Server Standard edition.

6. In response to the prompt, specify the instance name for the SQL Server on which the database is installed.

7. In response to the prompt, specify the name of the database to process. The default database name is either ES1Archive, ES1Activity, or DiscoveryManager depending on the script used.

8. In response to the prompt, specify whether to display a report on index fragmentation and to display the maintenance steps before performing the steps. The default is to display the report and simulated maintenance steps prior to actually performing those steps.

9. In response to the prompt, specify whether to rebuild indexes in online or offline mode, if the indexes need to be rebuilt. The default is online mode.

The maintenance script defragments or rebuilds indexes based on the amount of fragmentation detected in the index:

0 - 9% fragmentation, no processing is done or needed.

10 - 30% fragmentation, the index is defragmented.

Greater than 30% fragmentation, the index is rebuilt.

While rebuilding the index (whether in online or offline mode), no historical archiving, journaling, shortcut creation or administrative search activities can be performed. Also, administrative searches, such as long-running Discovery Manager searches or EMC SourceOne Administrative searches must not be run during index maintenance. This is because these activities and the index maintenance operations will contend for the same resources, and may cause the activities to timeout or fail.

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Refer to Table 50 on page 410 to decide whether to allow the script to maintain the database in online or offline mode.

10. In response to the prompt, specify whether to update the SQL statistics after the indexes are defragmented or rebuilt. The default is to update the statistics.

If you have sufficient time, it is always best to perform your statistics update immediately after defragmenting or rebuilding the indexes, as it makes your statistics update as effective as possible.

11. In response to the prompt, specify whether to perform the maintenance steps that were listed in the simulation, or to not do them. The default is to perform them.

12. Review the resulting log file from the maintenance run. This file records the data about the maintenance processing that is written to the screen as the processing occurs.

This file is created in the current working directory and has the same name as the batch script you ran, but with a .log file extension, as one of the following:

ES1_ActivityDB_Maintenance_mssql.log

ES1_ArchiveDB_Maintenance_mssql.log

ES1_DMDB_Maintenance_mssql.log

Table 50 Selecting whether to use online or offline mode for database maintenance

Using online mode... Using offline mode...

Requires the use of SQL Server Enterprise edition. Requires the use of either the Enterprise edition or Standard edition of SQL Server.

The index maintenance process completes more slowly than in offline mode.

The index maintenance process completes more quickly than in online mode.

User searches and shortcut retrievals are more likely to complete without delays, timeouts or signaling errors.

User searches and shortcut retrievals are less likely to complete without delays, timeouts or signaling errors. When using offline mode, tables are locked and so operations using those tables will not be able to complete.

A less complete maintenance of the database is possible.

A more complete and higher quality maintenance of the database is possible while the database is offline.

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Note that this file contains data about multiple runs of the maintenance utility. This information is also stored in the database that was processed.

Refer to Sample database maintenance log file on page 414 for an example of such a log file.

Scheduling database maintenance script execution You can schedule the execution of the database maintenance scripts by creating a scheduled task to execute the script using the Windows Scheduled Task applet.

You can also schedule the stored procedures used by the database maintenance scripts to run on a schedule by creating SQL Server Agent jobs. Refer to the following article for information on SQL Server Agent jobs:

http://msdn.microsoft.com/en-us/library/ms181153.aspx

Note that the maintenance scripts will timeout after approximately 12 hours to prevent them from running too long and consuming too many resources. If a timeout occurs, you can run the script again and it will start where it left off.

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Sample database maintenance interactive session The following is sample output from an interactive session with the database maintenance script ES1_ArchiveDB_Maintenance_mssql bat.

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Sample database maintenance log file The following is sample output from a ES1_ArchiveDB_Maintenance_mssql.bat file.

EMC SourceOne 6.61 Archive Database Maintenance Utility USER INPUTS: Script Location = D:\MAR6_E6_2\EXAS\src\SQL\\ SQL Server = "localhost" Database = "ES1Archive" View Log File = n Log File = "ES1_ArchiveDB_Maintenance_mssql.bat.log" Display Report = y Defrag Online = 1 Update Statistics = y sqlcmd -S "localhost" -d "ES1Archive" -Q "exec ExDBDefragIndexes @ExecuteCommands=0, @ShowFragmentationReport=2, @ShowSQL=1, @ForceRescan=1, @RebuildOnline=1 " 2010-10-27 14:59:54|Database:ES1Archive: Index maintenance procedure invoked.. 2010-10-27 14:59:54|Starting index fragmentation analysis in database:ES1Archive.. 2010-10-27 14:59:54|Displaying fragmentation report before defragmentation process.. Table PartitionId Index Fragmentation -------------------- ----------- ---------------------------- ------------- EmailAddress 1 PK_EmailAddress 98% FolderMessage 2 PK_FolderMessage 99% FolderMessage 2 IX_FolderMessage_VolumeId 98% FolderMessage 2 IX_FolderMessage_MetadataMD5 65% Message 2 PK_Message 99% Message 2 IX_Message_TrackingId 99% Message 2 IX_Message_TrackingId2 98% Message 2 IX_Message_MsgDate 70% Message 2 IX_Message_MsgSize 99% Route 2 PK_Route 97% Route 2 IX_Route_EmailIdRouteType 99% Volume 1 PK_Volume 41% 2010-10-27 14:59:54|Simulating maintenance commands: ALTER INDEX [IX_Message_TrackingId] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 ALTER INDEX [IX_Message_TrackingId2] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 ALTER INDEX [IX_Message_MsgDate] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 ALTER INDEX [IX_Message_MsgSize] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 ALTER INDEX [IX_Route_EmailIdRouteType] ON [ES1Archive].dbo.Route REORGANIZE Partition = 2 ALTER INDEX [PK_Volume] ON [ES1Archive].dbo.Volume REORGANIZE ALTER INDEX [PK_FolderMessage] ON [ES1Archive].dbo.FolderMessage REORGANIZE Partition = 2 ALTER INDEX [IX_FolderMessage_VolumeId] ON [ES1Archive].dbo.FolderMessage REORGANIZE Partition = 2 ALTER INDEX [PK_EmailAddress] ON [ES1Archive].dbo.EmailAddress REBUILD WITH (ONLINE = ON, Sort_In_TempDB = On) ALTER INDEX [PK_Message] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 ALTER INDEX [PK_Route] ON [ES1Archive].dbo.Route REORGANIZE Partition = 2 ALTER INDEX [IX_FolderMessage_MetadataMD5] ON [ES1Archive].dbo.FolderMessage REORGANIZE Partition = 2 2010-10-27 14:59:55|Database:ES1Archive: Index maintenance procedure invocation complete sqlcmd -S "localhost" -d "ES1Archive" -Q "exec ExDBUpdateStats @ExecuteCommands=0, @ShowSQL=1, @ForceRescan=1, @ExcludeAutoCreatedStats=1 " 2010-10-27 14:59:55|Database:ES1Archive: SQL statistics update procedure invoked.. 2010-10-27 14:59:55|Starting SQL statistics analysis in database:ES1Archive.. 2010-10-27 14:59:55|Simulating maintenance commands: Statistics: [ES1Archive].[dbo].[FolderMessage] Last Updated On: Nov 14 2009 2:27PM UPDATE STATISTICS [ES1Archive].[dbo].[FolderMessage] [IX_FolderMessage_VolumeId] WITH SAMPLE 14 PERCENT; Statistics: [ES1Archive].[dbo].[Message] Last Updated On: Nov 13 2009 10:27AM UPDATE STATISTICS [ES1Archive].[dbo].[Message] [PK_Message] WITH SAMPLE 14 PERCENT; Statistics: [ES1Archive].[dbo].[Message] Last Updated On: Nov 12 2009 4:51PM UPDATE STATISTICS [ES1Archive].[dbo].[Message] [IX_Message_MsgSize] WITH SAMPLE 14 PERCENT; Statistics: [ES1Archive].[dbo].[FolderMessage] Last Updated On: Nov 12 2009 5:01AM UPDATE STATISTICS [ES1Archive].[dbo].[FolderMessage] [PK_FolderMessage] WITH SAMPLE 14 PERCENT; Statistics: [ES1Archive].[dbo].[Route] Last Updated On: Nov 12 2009 12:52AM UPDATE STATISTICS [ES1Archive].[dbo].[Route] [IX_Route_EmailIdRouteType] WITH SAMPLE 12 PERCENT;

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Statistics: [ES1Archive].[dbo].[Message] Last Updated On: Nov 9 2009 1:06PM UPDATE STATISTICS [ES1Archive].[dbo].[Message] [IX_Message_MsgDate] WITH SAMPLE 14 PERCENT; Statistics: [ES1Archive].[dbo].[Message] Last Updated On: -Never Updated- UPDATE STATISTICS [ES1Archive].[dbo].[Message] [IX_Message_TrackingId2] WITH SAMPLE 14 PERCENT; Statistics: [ES1Archive].[dbo].[Message] Last Updated On: -Never Updated- UPDATE STATISTICS [ES1Archive].[dbo].[Message] [IX_Message_TrackingId] WITH SAMPLE 14 PERCENT; 2010-10-27 14:59:55|Database:ES1Archive: SQL statistics update procedure invocation complete USER INPUTS: Perform Maintenance= y sqlcmd -S "localhost" -d "ES1Archive" -Q "exec ExDBDefragIndexes @ExecuteCommands=0, @ShowFragmentationReport=3, @ShowSQL=1, @ForceRescan=0, @RebuildOnline=1 " 2010-10-27 15:00:05|Database:ES1Archive: Index maintenance procedure invoked.. 2010-10-27 15:00:05|Executing commands: 2010-10-27 15:00:05|ALTER INDEX [IX_Message_TrackingId] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 2010-10-27 15:00:21|ALTER INDEX [IX_Message_TrackingId2] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 2010-10-27 15:00:33|ALTER INDEX [IX_Message_MsgDate] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 2010-10-27 15:00:44|ALTER INDEX [IX_Message_MsgSize] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 2010-10-27 15:00:54|ALTER INDEX [IX_Route_EmailIdRouteType] ON [ES1Archive].dbo.Route REORGANIZE Partition = 2 2010-10-27 15:03:13|ALTER INDEX [PK_Volume] ON [ES1Archive].dbo.Volume REORGANIZE 2010-10-27 15:03:18|ALTER INDEX [PK_FolderMessage] ON [ES1Archive].dbo.FolderMessage REORGANIZE Partition = 2 2010-10-27 15:03:59|ALTER INDEX [IX_FolderMessage_VolumeId] ON [ES1Archive].dbo.FolderMessage REORGANIZE Partition = 2 2010-10-27 15:04:17|ALTER INDEX [PK_EmailAddress] ON [ES1Archive].dbo.EmailAddress REBUILD WITH (ONLINE = ON, Sort_In_TempDB = On) 2010-10-27 15:04:22|ALTER INDEX [PK_Message] ON [ES1Archive].dbo.Message REORGANIZE Partition = 2 2010-10-27 15:04:53|ALTER INDEX [PK_Route] ON [ES1Archive].dbo.Route REORGANIZE Partition = 2 2010-10-27 15:06:26|ALTER INDEX [IX_FolderMessage_MetadataMD5] ON [ES1Archive].dbo.FolderMessage REORGANIZE Partition = 2 2010-10-27 15:07:01|Database:ES1Archive: Index maintenance procedure invocation complete 2010-10-27 15:07:01|Displaying fragmentation report after defragmentation process.. Table PartitionId Index Fragmentation Before Fragmentation After DefragTime(min) -------------------- ----------- ---------------------------- -------------------- ------------------- --------------- EmailAddress 1 PK_EmailAddress 98% 2% 0 FolderMessage 2 PK_FolderMessage 99% 1% 1 FolderMessage 2 IX_FolderMessage_VolumeId 98% 2% 0 FolderMessage 2 IX_FolderMessage_MetadataMD5 65% 1% 1 Message 2 PK_Message 99% 0% 0 Message 2 IX_Message_TrackingId 99% 1% 0 Message 2 IX_Message_TrackingId2 98% 1% 0 Message 2 IX_Message_MsgDate 70% 1% 0 Message 2 IX_Message_MsgSize 99% 1% 0 Route 2 IX_Route_EmailIdRouteType 99% 0% 2 Route 2 PK_Route 97% 0% 1 Volume 1 PK_Volume 41% 33% 0

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sqlcmd -S "localhost" -d "ES1Archive" -Q "exec ExDBUpdateStats @ExecuteCommands=1, @ShowSQL=1, @ForceRescan=1, @ExcludeAutoCreatedStats=1 " 2010-10-27 15:07:08|Database:ES1Archive: SQL statistics update procedure invoked.. 2010-10-27 15:07:08|Starting SQL statistics analysis in database:ES1Archive.. 2010-10-27 15:07:08|Executing commands: 2010-10-27 15:07:08|UPDATE STATISTICS [ES1Archive].[dbo].[FolderMessage] [IX_FolderMessage_VolumeId] WITH SAMPLE 14 PERCENT; 2010-10-27 15:07:13|UPDATE STATISTICS [ES1Archive].[dbo].[Message] [PK_Message] WITH SAMPLE 14 PERCENT; 2010-10-27 15:07:19|UPDATE STATISTICS [ES1Archive].[dbo].[Message] [IX_Message_MsgSize] WITH SAMPLE 14 PERCENT; 2010-10-27 15:07:24|UPDATE STATISTICS [ES1Archive].[dbo].[FolderMessage] [PK_FolderMessage] WITH SAMPLE 14 PERCENT; 2010-10-27 15:07:29|UPDATE STATISTICS [ES1Archive].[dbo].[Route] [IX_Route_EmailIdRouteType] WITH SAMPLE 12 PERCENT; 2010-10-27 15:07:42|UPDATE STATISTICS [ES1Archive].[dbo].[Message] [IX_Message_MsgDate] WITH SAMPLE 14 PERCENT; 2010-10-27 15:07:47|UPDATE STATISTICS [ES1Archive].[dbo].[Message] [IX_Message_TrackingId2] WITH SAMPLE 14 PERCENT; 2010-10-27 15:07:52|UPDATE STATISTICS [ES1Archive].[dbo].[Message] [IX_Message_TrackingId] WITH SAMPLE 14 PERCENT; 2010-10-27 15:07:58|Database:ES1Archive: SQL statistics update procedure invocation complete 2010-10-27 15:07:58|SourceOne 6.61 Archive Database maintenance process completed.

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Infrequent Maintenance Tasks (common and email-specific) There are some maintenance tasks that occur infrequently that you may need to perform. Some of the more common of these tasks are described in the following sections:

Resetting EMC SourceOne service account passwords on page 417

Moving an EMC SourceOne archive on page 418

Moving a Native Archive Index Work directory on page 418

Moving EMC SourceOne databases on page 421

Creating a custom event log monitor for all EMC SourceOne computers on page 428

Email-specific: EMC SourceOne changes needed when Domino mailboxes increase from one to many on page 429

Resetting EMC SourceOne service account passwords EMC SourceOne creates and assigns the service account credentials to EMC SourceOne Windows services which perform various types of processing. If a service account password is allowed to expire, this will cause authentication errors to be written to the event logs.

You should be aware of when this password will expire and change it before it expires to avoid interrupting EMC SourceOne processing.

After you have changed the password in Active Directory, use the Log On tab in the Services console to update the new password for each of the EMC SourceOne services on the EMC SourceOne master server, worker server and Native Archive computers.

For more details on the service accounts used by EMC SourceOne, refer to the EMC SourceOne Email Management Installation Guide.

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Moving an EMC SourceOne archive In some system maintenance situations, such as when hardware needs to be reallocated or replaced, you may need to move the physical location of the archive in which EMC SourceOne stores content.

Note: If you have a complex hardware and software configuration, you may want to contact EMC Professional Services for assistance in moving the archive.

To move an EMC SourceOne Native Archive, use the procedure described in Chapter 5, Configuring Archives.

Moving a Native Archive Index Work directory This section describes the procedure for moving the Native Archive Index Work directory to a drive with adequate space to support the indexing role.

Overview Beginning with version 6.6 SP1, EMC SourceOne performs all indexing locally on the Native Archive computer. To support this requirement, you must allocate a local directory (referred to as the Index Work directory) with at least 20 GB of space on all Native Archive indexing computers to serve as a temporary space for indexing. This directory:

Must be regarded as a local drive by the operating system.

Cannot be the operating system drive (e.g., C:).

Can be on local disk or SAN storage, as long as it is regarded as a local drive by the Native Archive server. For best performance, this should be on a dedicated physical disk.

Requires a minimum of 20 GB of free disk space be available.

Ideally you should allocate the required space prior to installing Native Archive software on your indexing servers, as described in the EMC SourceOne Email Management Installation Guide. Then, when installing the Native Archive software, select a destination folder on this drive.

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Although you are required to specify this location when installing the Native Archive software, you can bypass the 20 GB requirement during the installation (the installer will provide a warning). This is necessary when installing Native Archive software on a server which is not designated for indexing. If you later decide to enable indexing, you will need to either:

Free up space on the current Index Work directory drive.

Move the Index Work directory to another drive which has enough space.

Example You install Native Archive software on a computer not originally intended to perform indexing, but you later decide to enable the indexing role. The current Index Work directory that you established when you installed the Native Archive software is on a 30 GB drive, but has only 5 GB of free disk space. In this case, you can either:

Move or delete files to free up 20 GB space, and then enable the indexing role on this server.

Use a utility (provided in the EMC SourceOne Email Management 6.6 SP1 software kit) to move the Index Work directory to another drive with at least 20 GB of free space. You can then enable the indexing role.

Procedure Use the utility to move the current Index Work directory to a new drive using the information provided in this section:

Stop Native Archive services on page 420

Permissions on page 420

Run the utility on page 420

Results on page 420

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Stop Native Archive services Before running the utility, use the Services console to stop the follow- ing Native Archive services: EMC SourceOne Administrator

EMC SourceOne Archive

EMC SourceOne Indexer

EMC SourceOne Query

Stopping the EMC SourceOne Administrator service stops the other three services.

Permissions You must be logged in with an account which has adequate permis- sions to write to the Index Work directory. In most cases, this should be the EMC SourceOne service account. Refer to the EMC SourceOne Email Management Installation Guide for more information on this ser- vice account.

Run the utility To update the Index Work directory location:

1. Locate the ES1_IndexPrereqVerifier.exe utility in the EMC SourceOne version 6.6 SP1 software kit (in the Utility\Index folder) and copy it to the Native Archive indexing server.

2. Open a command prompt and navigate to the utility location.

3. To change the Index Work directory location from its current location to a new location, type:

ES1_IndexPrereqVerifier -ChangeIdxTempDir drive:\path

For example:

ES1_IndexPrereqVerifier -ChangeIdxTempDir F:\IndexWork

Results When this command is issued:

The utility updates the Archive database with the new drive and folder location that you specify.

The previous Index Work directory location is no longer used by the product.

The new folder is not created in the file system until the first index run is performed after the upgrade is completed.

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Moving EMC SourceOne databases This section describes how to move EMC SourceOne Email Management and Discovery Manager databases from one SQL Server host computer to another. This procedure applies to all releases of EMC SourceOne Email Management and Discovery Manager.

This procedure is typically used to perform a planned move from one SQL Server to another SQL Server (for example, you are replacing your existing SQL Server with a newer computer).

This section includes the following topics:

Review considerations on page 421

Establish destination SQL Server permissions on page 424

Create required entries in the destination SQL Server master database on page 424

Prepare the system on page 425

Move the databases on page 426

Configure SQL permissions on page 426

Ensure database connectivity on page 426

Resume operations on page 427

Review considerations Review the following considerations before attempting to move the EMC SourceOne Email Management and Discovery Manager databases from one SQL Server host computer to another:

SQL Server host considerations on page 421

Applicable databases on page 422

Moving between SQL Server editions on page 422

Moving between SQL Server versions on page 422

Important SQL Server considerations on page 423

Newer product version databases require additional steps on page 423

SQL Server host considerations Review the following considerations related to your environments SQL Server host configuration.

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Different SQL Server host name

If you are moving SourceOne databases from one physical SQL Server to another SQL Server with a different host name, use the database move procedure in its entirety.

Alias configuration

The database move procedure is simplified if you used a DNS CNAME alias configuration for your SQL Server when you installed EMC SourceOne software.

Differences for a CNAME alias configurations are noted in the procedures.

Disaster recovery configuration consideration

If you have implemented the disaster recovery configuration described in the EMC SourceOne Disaster Recovery Solution Guide, the Moving EMC SourceOne databases on page 421 procedure is not applicable. This is because the disaster recovery solution includes:

a required DNS CNAME alias configuration for SQL Server.

regular replication of EMC SourceOne databases and the SQL Server master database between the primary and secondary sites.

Applicable databases This procedure applies to the following SourceOne databases:

Activity database

Archive database

Search database

Discovery Manager database

Moving between SQL Server editions Do not move databases from one SQL Server edition (e.g., Enterprise or Standard) to another SQL Server edition.

Moving between SQL Server versions You can move SourceOne databases between the following versions of Microsoft SQL Server:

SQL Server 2005 to SQL Server 2008

SQL Server 2008 to SQL Server 2008 R2

SQL Server 2005 to SQL Server 2008 R2

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Important SQL Server considerations When moving databases to a new SQL Server you should review the detailed SQL Server considerations provided in the Important Considerations chapter of the EMC SourceOne Email Management Installation Guide.

Review this information to ensure that you are moving the databases to a SQL Server environment that is optimized for use with SourceOne. This information includes topics such as disk configuration, partitioning, memory allocation, permissions, alias configuration, recovery model, collation, and storage best practices.

Newer product version databases require additional steps With the release of EMC SourceOne Email Management version 6.8 (and 6.8 SP1), the Activity database supports the creation of partitions to support auditing and reporting features. The EMC SourceOne Discovery Manager 6.8 SP1 Discovery Manager database also supports the creation of partitions to support auditing and reporting features.

With both databases, the file location of a new partition is derived from the existing database file location. If you move the database and change the database storage location, the database's internal configuration table will still point to the location that may no longer be valid for new partitions.

If you change the database storage location when moving the Activity database, a database administrator must manually update values in both the Activity database and Discovery Manager database (if used).

Please contact EMC Customer Support for specific details and assistance in manually updating the database values to reflect the new storage locations, and refer to Solution Note esg129639. This information is also available on the EMC Support site.

Once this update is performed, new partitions will be created in the desired storage locations.

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Establish destination SQL Server permissions Prepare the destination SQL Server with the same login configuration used on the current SQL Server.

Installation account Ensure that the installation account is a local administrator and has the SQL sysadmin role.

Note: For important details about database installation permissions, see SQL database installation permissions in the EMC SourceOne Email Management Installation Guide.

Security logins Configure the following groups and accounts as Security Logins in SQL Server:

EMC SourceOne security group

EMC SourceOne Admins group

EMC SourceOne installation account(s)

You will later assign individual database privileges to these logins after EMC SourceOne databases are moved.

Create required entries in the destination SQL Server master database EMC SourceOne databases require that some minor entries exist in the sys.messages table of the master database. To create these necessary entries in the SQL Server master database, install and uninstall a dummy Activity database.

Perform this procedure on the destination SQL Server instance:

1. Install a new Activity database using the Activity database installation script (ES1_ActivityDB_Create_mssql.bat) provided in the EMC SourceOne software kit.

Use the same version of the Activity database installation script as the databases that you are moving.

Ensure that if you use a named database instance, you specify it when running the script.

For details, refer to the Installing databases using scripts procedure in the EMC SourceOne Email Management Installation Guide.

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2. Delete the Activity database created in the previous step. This removes the empty Activity database while retaining the necessary entries in the SQL Server master database.

Prepare the system To prepare the system:

1. Perform a backup of the EMC SourceOne system as described in Performing a backup of an EMC SourceOne system on page 379.

2. Stop all active jobs using the EMC SourceOne console as follows:

a. Expand the EMC SourceOne > Organizational Policies node.

b. Right-click each policy and select Stop.

c. Expand the EMC SourceOne > Operations > Job Management node.

d. Observe that all jobs in the Jobs (Active) view are stopped.

Note: Client requests (such as jobs generated by users performing searches) will also be listed in this view. These requests can remain in an active state. End users will experience a service interruption until the systems are running again.

3. Close the EMC SourceOne console.

4. Close any other open MMC consoles.

5. Stop all EMC SourceOne services on all computers on which EMC SourceOne components are installed. However, if you are running the master computer in an active/passive cluster, do the following:

Do not manually stop the master services (EMC SourceOne Job Scheduler and EMC SourceOne Address Cache).

From the cluster administration console, take the group containing these services offline. This ensures that the master services are no longer running on either node.

6. Close the Services console if it is open.

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Move the databases Use the procedures provided by Microsoft to move the databases from the current SQL Server computer to the destination computer.

The following resource describes detaching and attaching databases on SQL Server 2008 R2:

http://msdn.microsoft.com/en-us/library/ms190794.aspx

If you are using another supported version of SQL Server, use the Other Versions link to select it.

Configure SQL permissions Once the databases are moved to the destination SQL Server, you must re-configure specific permissions for the security logins for each of the databases. Refer to the following resources:

Activity, Archive and Search databases Refer to Configure SQL permissions in the Installing Common Components chapter of the EMC SourceOne Email Management Installation Guide.

Discovery Manager database Refer to the Configure SQL permissions in the Installing Discovery Manager chapter of the EMC Discovery Manager Installation and Administration Guide.

Ensure database connectivity Options for ensuring database connectivity depend on whether you are using a DNS CNAME alias configuration or a different SQL Server host.

Option 1: DNS CNAME alias configuration If you used a DNS CNAME alias configuration, perform the necessary steps in Active Directory to re-direct the DNS CNAME resource record to the new SQL Server host (and named instance, if used). For more information, refer to the following Microsoft resource:

http://technet.microsoft.com/en-us/library/cc772362.aspx

Option 2: Different SQL Server host When initially installed, some EMC SourceOne components installers created DSNs and registry entries that include information about how to connect to SourceOne databases. If you moved the EMC SourceOne databases to a SQL Server host with a different name, you must repair the components to specify the new database server host (and named instance, if used).

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Note: To avoid this step in the future, you can establish a DNS CNAME record at this time that points to your new SQL Server host computer. You can then use Option 1 if you need to perform a subsequent database move.

You must repair the following components:

Console

Master Services

Worker Services

Archive Services

Using Add/Remove Programs, repair all EMC SourceOne components, pointing to the new SQL Server (and named instance, if used) when prompted for database information. For each component:

1. Click Change.

2. Click Next.

3. Select Repair.

4. Complete the wizard to repair the installation.

Resume operations After updates are completed on all applicable systems:

1. Ensure that all systems and EMC SourceOne services are running.

2. Start the EMC SourceOne console. Since you have not yet established a connection to the database using the console, an error message will display. Click OK to close the error message.

Note: You must click OK to close the error message immediately to avoid a timeout that requires restarting the console.

3. Do the following:

a. Expand the Archive Connections node.

b. Right-click the archive connection and select Properties. The Edit Archive Connection: General page displays.

c. Click Next. The New Archive Configuration page displays. Type the name of the new database server (and instance, if used).

d. Click Finish.

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4. Close and re-open the console.

5. Expand the EMC SourceOne > Organizational Policies node.

6. Right-click each policy and select Resume.

7. Expand the EMC SourceOne > Operations > Job Management node.

8. Observe that all jobs in the Jobs (Active) view are Active.

Note: If you stopped a daily activity which was running, the activity will resume in the next scheduled run.

Creating a custom event log monitor for all EMC SourceOne computers Logging on to each individual computer in the EMC SourceOne system to check the event log can be time-consuming. However, you can create a custom MMC application on a single computer that allows you to view the event logs on the other computers.

You create this custom MMC application as follows:

1. On the computer on which you want to create the custom MMC application, enter the MMC command at the command prompt. A blank MMC console is created.

2. In the blank MMC console, select File > Add/Remove Snap-in.

The Add Standalone Snap-in dialog displays.

3. From the list in the Add Standalone Snap-in dialog, select Event Viewerand click Add. The Select Computer dialog displays.

4. In the Select Computer dialog, select either Local computer (to add the Event Viewer for the local computer) or select Another computer and browse to that computer to add the Event Viewer for a remote computer and click Finish. The Event Viewer is added to the custom console.

5. Continue to use the Add Standalone Snap-in dialog to add Event Viewers for all the computers you want to monitor.

6. When you are done, click Close to exit the Add Standalone Snap-in dialog. Then click OK to exit the Add/Remove Snap-in dialog.

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7. Save the custom MMC application by selecting File > Save As and save the custom console with a unique name. You can then launch this console from the Start > Programs > Administrative Tools menu.

Email-specific: EMC SourceOne changes needed when Domino mailboxes increase from one to many

When a Domino administrator changes the number of mailbox databases used on a Domino server configuration from one to more than one after a Journal activity is run that accesses that server, these changes to the Domino server require the EMC SourceOne administrator to make corresponding changes to EMC SourceOne.

The following sections provide more details on how this Domino configuration change impacts EMC SourceOne and how to modify EMC SourceOne to account for the change:

Background on Domino mailbox configuration change on page 429

EMC SourceOne modifications to be made as a result of Domino mailbox change on page 430

Background on Domino mailbox configuration change When there is a single Domino mailbox database, mail.box, EMC SourceOne creates a database named ExJournal.nsf to copy messages from mail.box so that the messages can be accessed by EMC SourceOne jobs.

When the Domino administrator increases the number of mailbox databases from one to more than one, the mail.box database remains but no new mail is delivered to it. Mail is now routed to the newly created mailboxes named mail1.box, mail2.box, and so on, up to the number of mail.box databases the Domino administrator specified.

The EMC SourceOne extension manager detects this change and creates matching databases, such as ExJournal1.nsf and ExJournal2.nsf, for each of the enumerated mailbox databases. The ExJournal.nsf database receives no more messages since the mail.box database is no longer receiving messages.

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If an activity that accessed the Domino server was created before the Domino administrator created the multiple mail.box databases, that activity references the now unused ExJournal.nsf database instead of the active ExJournal1.nsf and ExJournal2.nsf databases, and new messages will not be processed.

If the ExJournal.nsf or mail.box database are deleted before EmailXender has been configured to match the changed Domino environment, the following errors are displayed in the event log when EMC SourceOne attempts to access the old mail.box:

Cannot log on to Notes mailbox Cannot log on to the provider The dispatcher thread received an error from the the Job Business Component (JBC)

EMC SourceOne modifications to be made as a result of Domino mailbox change on page 430 describes the modifications that need to be made to EMC SourceOne to account for the changed Domino configuration.

EMC SourceOne modifications to be made as a result of Domino mailbox change To allow EMC SourceOne to correctly access a Domino server after the server configuration has changed from a single mail.box database to multiple mail.box databases, do the following:

1. If any Journal activities are currently accessing the original single Domino mailbox, mail.box, and the associated ExJournal.nsf file, allow those activities to complete so that the ExJournal.nsf file is empty of messages.

2. If necessary, modify all activities that formerly accessed the ExJournal.nsf database to now access the new enumerated databases, such as ExJournal1.nsf and ExJournal2.nsf and so on.

If you selected the Domino server as the data source for the activity the new database files will be used automatically and you will not need to change the activity.

If you selected one or more individual .nsf files as the data sources for the activity, you will need to remove ExJournal.nsf and add the new databases, such as ExJournal1.nsf and ExJournal2.nsf.

3. Optionally, the ExJournal.nsf file can be removed from the Domino server once it is empty and no longer accessed by an activity since it is no longer used.

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Troubleshooting EMC SourceOne 433

14

Describes how to troubleshoot common or email-specific problems in an EMC SourceOne system and is organized as follows:

Troubleshooting content processing problems............................ 434 Troubleshooting EMC SourceOne server network problems.... 444 Troubleshooting search problems.................................................. 446 Troubleshooting OWA shortcut problems (email-specific)........ 453 Troubleshooting Journal activities using Office 365 email content..

458

Refer to the EMC SourceOne for Microsoft SharePoint Administration Guide for information on how to troubleshoot SharePoint content problems.

Refer to the EMC SourceOne for File Systems Administration Guide for information on how to troubleshoot file content problems.

Refer to the EMC SourceOne Offline Access Installation and Administration Guide for information on how to troubleshoot Offline Access problems.

Troubleshooting EMC SourceOne

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Troubleshooting content processing problems When content is not processed as you expect, the problem can occur because of problems in any of several areas. It is important to check these areas in order, since a problem in one area may cause a problem in a following area. For example, content not being archived may not be a problem with the content but may instead be a problem with the activity defined to process that content.

When troubleshooting content processing problems, follow the checklist in Table 51 on page 434.

Table 51 Content processing troubleshooting checklist

1. Check that there are no system processing problems. Correcting system processing problems on page 435 describes how to detect and correct common system processing problems.

2. Check the organizational policy containing the activity defined to process the content. Correcting organizational policy processing problems on page 436 describes how to detect and correct problems with the organizational policy.

3. Check the activity defined to process the content. Correcting activity processing problems on page 437 describes how to detect and correct problems with the activity.

4. Check the one or more jobs generated to perform the content processing. Correcting job processing problems on page 439 describes how to detect and correct problems with jobs.

5. Check one or more of the pieces of content processed. Correcting content processing problems on page 443 describes how to detect and correct problems with content.

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Correcting system processing problems Content not being processed correctly may indicate a general system problem that needs to be corrected.

You can correct these problems by reviewing the same items you would review as part of your daily system maintenance:

Review the status of all EMC SourceOne system computers, including the workers, archive servers, and database servers.

Review event logs on EMC SourceOne computers.

Review available storage space on EMC SourceOne computers.

Review status of storage volumes and searchable indexes.

If performing email journaling, review journaling mailboxes or databases for unprocessed messages.

Chapter 13, Maintaining EMC SourceOne, describes how to perform these tasks.

If you cannot determine the nature of the EMC SourceOne problem, contact your EMC representative for additional help.

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Correcting organizational policy processing problems To diagnose and correct problems with an organizational policy, perform the following tasks:

1. Select the Organizational Policies node to view the appropriate policy in the middle pane.

2. Review the Status column for the organizational policy. If necessary, take the corrective action specified for that state in Table 52 on page 436.

3. If the organizational policy is in an active state, and the problem still exists, follow the directions in Correcting activity processing problems on page 437 to see if the problem lies in an activity rather than in the organizational policy.

Table 52 Organizational policy states and corrective actions

Organizational policy status Corrective action

Active The organizational policy is active. This is the working state of an organizational policy and no corrective action is needed.

Paused Determine who used the Pause action to suspend the organizational policy and all activities and jobs contained within the organizational policy and why. If the reason for pausing the organizational policy no longer applies, select the Resume action for that organizational policy to allow it and the contained activities and jobs to become active again.

User Terminated Determine who used the Stop action to terminate the organizational policy and all activities and jobs contained within organizational policy and why. If the reason for terminating the organizational policy no longer applies, select the Resume action for that organizational policy to allow it and the contained activities and jobs to become active again.

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Correcting activity processing problems To diagnose and correct problems with an activity, perform the following tasks:

1. Select the Organizational Policies node, and expand the appropriate policy in the middle pane to view the activity.

2. Review the Status column for the activity. If necessary, take the corrective action specified for that state in Table 53 on page 437.

3. If the activity status indicates that there are no problems, review the definition of the activity and any rules used by the activity, to make sure they are performing the expected processing.

Table 53 Activity status and corrective actions

Activity status Corrective action

Defined The activity has been defined but has not yet entered the Active state. This status is temporary and no corrective action is needed.

Active The activity is currently active. This is the typical working status for an activity, unless the final, or only, job created by the activity is running. No corrective action is needed.

Read Only The activity cannot be edited because the final, or only, job created by the activity is running. No corrective action is needed; the Read Only status changes when the job completes.

Paused Determine who selected the Pause action to pause the activity and why. If the reason for pausing the activity and the associated jobs no longer applies, select the Resume action for that activity a to allow the activity and the associated jobs to continue to process.

User Terminated Determine who terminated the activity using the Stop action and why. If the reason for terminating the activity and the associated jobs no longer applies, do one of the following: If the activity was to run a single time, recreate the activity. If the duration of the activity was recurring, select the Resume

action for that activity to allow the activity and the associated jobs to continue to process.

Success The final, or only job created by the activity completed successfully.

Failure The final, or only job created by the activity failed. Follow the directions in Correcting job processing problems on page 439 to correct the job problem.

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For email content, refer to Chapter 16, Configuring Email Management Activities, for information on how activities are defined and refer to Chapter 23, Using Email Management Rules, for information on how rules are defined.

For SharePoint content, refer to the EMC SourceOne for Microsoft SharePoint Administration Guide for information on defining SharePoint content activities.

For file content, refer to the EMC SourceOne for File Systems Administration Guide for information on defining file content activities.

4. If the activities are defined correctly and the problem still exists, follow the directions in Correcting job processing problems on page 439 to see if the problem lies in one of the jobs rather than in the activity.

Errors may be reported running Exchange archiving activities Occasional errors may occur when you perform Exchange archiving activities. The errors indicate Failed to calculate message ID or Failed to extract MAPI Properties from MsgId and a subset of the messages may fail to process. Specific error IDs to look for are 80040115 and 80040125.

Rerun the activity to archive any failed messages.

Shortcut activity error when a Domino compact operation in process If a shortcut activity is launched while Domino is compacting databases, an error similar to the following is generated:

Failed to open note. [ExShortcutJBC.exe, ExNotesUtils.cpp(3683).CExNotesUtils::OpenNote]

Review the nightly compact schedule and adjust the timing of shortcut activities. You can also re-run activities against mail databases that failed to be shortcut.

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Correcting job processing problems To diagnose and correct problems with message processing by jobs, perform the following tasks:

1. Ensure that the content processing problem is not caused by the activity. Correcting system processing problems on page 435 describes how to resolve activity content processing problems.

2. List all jobs associated with the activity that had content processing problems. To view the jobs associated with a particular activity, do the following:

a. Expand the Operations node and select the Job Management node.

b. Select Action > Current View > All Jobs to display all jobs regardless of their state.

c. Select Action > Filter; the Filter dialog displays. In the Filter dialog:

Select Activity Name as the Column criteria. Select Is Exactly as the Condition criteria. Specify the name of the particular activity as the Value

criteria. d. Click Add to save the filter condition.

e. Click OK to cause the filter to be used to filter the list of jobs and display only those jobs associated with the specified activity name.

3. Review the state of the jobs listed using both the status icon in the first column of the job list and the Status field in the job information pane that is displayed when a job is selected. The job status icon in the job list can map to multiple similar job status values listed in the detailed job view.

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Table 54 on page 440 lists the meaning of the job status and the corrective action, if needed.

Table 54 Job status and corrective action

Icon Status Corrective action

Active The job is active and being processed on a worker. No corrective action needed.

Available The job was generated and is available for a worker to select it for processing. No corrective action needed.

Waiting for Resource

The job is waiting for a worker to become available. No corrective action needed.

Taken The job was selected by a worker, and the worker is preparing to start it, but it has not started yet. No corrective action needed.

Completed The job completed. No corrective action needed.

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Incomplete The job did not complete in the time scheduled for it to run. This may indicate that there are too few worker servers defined as part of your EMC SourceOne environment. Monitor how long it takes for the job to complete. If this period is too long, consider adding more worker servers (or more powerful servers) to your environment or otherwise improving the performance of the distributed EMC SourceOne system.

User Terminated

The job was stopped manually. Determine who stopped the job using the Stop action and why. If the reason for terminating the job no longer applies, and the activity which created the job will create another job, the next run of the activity will create a new job that can be allowed to complete.

Self Terminated

The job was instructed to terminate itself by the job dispatcher and did so successfully. If the reason for terminating the job no longer applies, and the activity which created the job will create another job, the next run of the activity will create a new job that can be allowed to complete.

Dispatcher Terminated

The job was instructed to terminate itself by the job dispatcher but could not, so the job dispatcher forcibly terminated the job. If the reason for terminating the job no longer applies, and the activity which created the job will create another job, the next run of the activity will create a new job that can be allowed to complete.

Expired The job was never dispatched, because the job dispatcher became aware of the job after the jobs scheduled end time had passed. Reschedule the job so that it can run.

Table 54 Job status and corrective action (continued)

Icon Status Corrective action

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4. If jobs have performed their processing correctly and the problem still exists, follow the directions in Correcting content processing problems on page 443 to see if the problem lies in the content processing or archiving rather than in the jobs.

Failed The job failed. A job is marked failed when it fails, or when a child job (a job created by that job) ends in any of the following states: Incomplete, User Terminated, Self Terminated, Dispatcher Terminated, Expired, Failed, or Unknown.

Suspended The job is in a suspended (paused) state. Determine who used the Pause action to suspend the job and why. If the reason for suspending the job no longer applies, select the Resume action for that job to allow it to process again.

Unknown The job is in an undefined state. This may indicate an EMC SourceOne system problem. Correcting system processing problems on page 435 describes how to correct system problems.

Table 54 Job status and corrective action (continued)

Icon Status Corrective action

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Correcting content processing problems To diagnose and correct problems with content processing, perform the following tasks:

1. Ensure that the content processing problem is not caused by the activity. Correcting system processing problems on page 435 describes how to resolve activity processing problems.

2. Ensure that the content processing problem is not caused by the job. Correcting job processing problems on page 439 describes how to resolve job processing problems.

3. Create the job list as described in Correcting job processing problems on page 439.

4. Review the Failed Count column associated with each job in the list to determine if any content failed to be processed by the job. If the value is greater than 0 you should investigate why that content is not being processed.

5. Enable more detailed logging of the individual containers (such as folders or mailboxes) or files processed by a job, and run the jobs again. Note that up to 10 files or containers can be processed by a single job. Chapter 12, Using Job Logs, describes how to enable detailed job logging.

6. Retrieve more information on why the content was not processed by reviewing archive information for the content.

For an EMC SourceOne Native Archive archive, review the archive folders to see if there are any errors on the folder for the content. Chapter 5, Configuring Archives, describes how to use and view information about Native Archive folders.

For an EmailXtender 4.x archive, review the archive folder using the EmailXtender Administrator. Refer to the EMC EmailXtender Administrators Guide for how to view information about EmailXtender archive folders.

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Troubleshooting EMC SourceOne server network problems EMC SourceOne uses the Media Access Control (MAC) address of a computer to uniquely identify the following servers on the network:

EMC SourceOne worker servers

EMC SourceOne Native Archive servers

If these types of servers have multiple network MAC addresses installed, the first MAC address encountered is used by EMC SourceOne.

The following sections describe two common problems that can occur with MAC address changes and EMC SourceOne:

Problems when network MAC address changes on page 444

Problems when there are multiple servers with the same MAC address on page 445

Problems when network MAC address changes When the network MAC address of an existing EMC SourceOne server changes (either physically or in a virtual environment), EMC SourceOne cannot correctly recognize that worker server, or Native Archive server.

Scenario For example, if you change the MAC address of an EMC SourceOne worker server, the EMC SourceOne console will display two entries for that server on the Configuration tab of the Server node, both with the same server name, but different Server ID values and different MAC addresses:

The entry with the original MAC address will contain all the existing EMC SourceOne configuration data (such as what types of jobs could be processed by that worker server), but will have a state of Unavailable, since that MAC address is not on the network.

The entry with the new MAC address will have a state of Available since it is on the network, but will contain none of the existing EMC SourceOne configuration data since it is treated as a new server.

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Solution To correct this problem, do one of the following:

If possible, set the MAC address of the new network interface to be the same as the old MAC address.

If you cannot change the MAC address, you must reinstall the server as whatever type of EMC SourceOne server it was formerly, including performing all configuration you had previously performed on the server.

Problems when there are multiple servers with the same MAC address When the network MAC address of an existing EMC SourceOne server is duplicated so that there are two EMC SourceOne servers with the same MAC address (either physically or in a virtual environment), EMC SourceOne cannot correctly recognize that server which can cause similar problems to those described in Problems when network MAC address changes on page 444.

Solution To correct this problem, make sure that the MAC addresses of all EMC SourceOne servers are unique.

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Troubleshooting search problems The following information will help you troubleshoot problems you may encounter when using EMC SourceOne Search to search for and retrieve messages.

Table 55 on page 446 lists common search problems and refers you to the appropriate troubleshooting information.

Troubleshooting EMC SourceOne Search problems using logging on page 450 describes the logging information that is available for EMC SourceOne Search components.

Table 55 Troubleshooting common search problems

Category Problem

Connecting to Web server on page 447

User cannot access the EMC SourceOne Search login page on page 447.

Authenticating users on page 447

User cannot log in on page 447.

Selecting search folders on page 448

User cannot see any folders on page 448s.

Searching on page 448 Errors occur while running a search on page 448.

No search results on page 448.

Wrong search results on page 449.

Working with search results on page 449

Errors when viewing messages on page 449.

Errors when restoring messages on page 450.

Errors when copying messages on page 450.

Errors when deleting messages on page 450.

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Connecting to Web server Refer to User cannot access the EMC SourceOne Search login page on page 447.

User cannot access the EMC SourceOne Search login page The following issues will prevent a user from accessing the EMC SourceOne Search login page:

The user entered the wrong URL.

A Page Not Found error means that the ASP.NET 2.0 web extension is missing or prohibited.

A Service Unavailable error means that a pre-installation configuration step was not completed correctly (such as setting up accounts and permissions) or that you need to restart a service.

Problems exist in your environment or with network load balancing.

Authenticating users Refer to User cannot log in on page 447.

User cannot log in The following issues prevent a user from logging into Search:

The Search application Web service has been configured with the wrong URL.

SSL is not configured, but the SSL check box was selected at installation.

Login to Windows or Domino fails.

The ExSearchService.exe.log contains more information.

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Selecting search folders Refer to User cannot see any folders on page 448.

User cannot see any folders The There are no available folders to search error indicates one or more of the following problems:

Mapped folders do not exist for the archive folders.

Folder permissions were not set for the user.

The folder permissions that were set for the user are not correct for the type of search that the user is performing.

The ExSearchWebService.log contains more information.

Searching Refer to:

Errors occur while running a search on page 448

No search results on page 448

Wrong search results on page 449

Errors occur while running a search If errors occur while a search is running, look at the following logs:

ExJBQuery.exe.log

Provider-specific logs, such as ExAsQuery.exe.log for the EMC SourceOne Native Archive.

No search results If no search results are returned:

Verify that the correct search fields were used.

Verify that the criteria entered in the search fields is correct.

Verify that the user selected the appropriate search type.

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Wrong search results If wrong search results are returned:

Verify that the correct search fields were used.

Verify that the criteria entered in the search fields is correct.

Verify that the user selected the appropriate search type.

Understand that the differences in search results may be due to the type of archive (EMC SourceOne Native Archive or EmailXtender 4.8 archive). Refer to Searching an archive on page 141.

Understand that search results depend on whether or not the archive is full-text indexed.

Understand that some search fields search against the database (a relational search) and other search fields search against the index (a full-text index search). The Always search embedded messages option also affects whether a relational search or a full-text index search is executed. Refer to the EMC SourceOne Search User Guide for more information.

Working with search results Refer to:

Errors when viewing messages on page 449

Errors when restoring messages on page 450

Errors when copying messages on page 450

Errors when deleting messages on page 450

Errors when viewing messages If errors occur when users view messages:

Verify that the EMC SourceOne Retrieval Service is running.

Verify that the Search application Web service is running.

Verify that the native email client is installed on the user computer.

If users cannot open Notes messages, verify that the EMC ONM Viewer is installed on user computers, in addition to the Notes client.

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Errors when restoring messages If errors occur when users restore messages, verify that the email system (Microsoft Exchange or IBM Lotus Domino) is not experiencing problems.

The ExJBRestore.exe.log file contains more information.

Errors when copying messages If errors occur when users copy messages refer to Troubleshooting content processing problems on page 434.

The ExJBRestore.exe. log file contains more information.

Errors when deleting messages If errors occur when users delete messages:

Determine which search type was used to perform the delete: Administrator or My Contributed Items.

Determine the archive type (EMC SourceOne Native Archive or EmailXtender 4.8 archive).

The ExJBDeleteFromArchive.exe. log file contains more information.

Troubleshooting EMC SourceOne Search problems using logging EMC SourceOne signals search problems using two types of logging:

Standard EMC SourceOne logging on page 451

IIS logging on page 452

Note: By design, search errors are displayed to the user instead of being logged to the event log, to prevent the server event log from filling up.

The EMC SourceOne Search Web Service:

Uses standard EMC SourceOne logging and event logging

Can use IIS logging

The EMC SourceOne Search application server uses only IIS logging.

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Standard EMC SourceOne logging Standard EMC SourceOne logging creates a log for each Search component:

Search components on EMC SourceOne Worker on page 451

Search components on EMC SourceOne Native Archive server on page 451

Search components on EMC SourceOne Worker The following table lists the EMC SourceOne Search components and associated log files on the EMC SourceOne Worker.

Search components on EMC SourceOne Native Archive server The following table lists the EMC SourceOne Search components and associated log files on the EMC SourceOne Native Archive.

Table 56 EMC SourceOne Search components on EMC SourceOne Worker

EMC SourceOne Search component Log file

Search Web Service ExSearchWebService.log

Search Service ExSearchService.exe.log

Search JBC ExJBQuery.exe.log

Table 57 EMC SourceOne Search components on EMC SourceOne Native Archive

EMC SourceOne Search component Log file

Search Query Service ExAsQuery.exe.log

ISYS Searcher ExAsSrchexe.log

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IIS logging To configure IIS logging for the EMC SourceOne Search Web service or the EMC SourceOne Search Web application:

1. Open the web.config file on the server running the service or application you want to configure. Default locations for the web.config files are:

Search Web service:

C:\Program Files\EMC SourceOne\Search\WebApp

Search Web application:

C:\Program Files\EMC SourceOne\SearchWS\WebServer

2. Add or edit the following entry in the in web.config file:

To view the resulting trace.axd log file, enter the appropriate URL in a Web browser:

Search Web Service:

http://localhost/ExSearch/trace.axd

Search Application server:

http://localhost/ExSearchApp/trace.axd

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Troubleshooting OWA shortcut problems (email-specific) In some cases, EMC SourceOne shortcuts do not work as expected when used with Outlook Web Access (OWA). Often, the problem is linked to a particular version of OWA.

The following sections identify known problems when using Outlook Web Access with EMC SourceOne, and provide workarounds when possible.

Troubleshooting OWA shortcut retrieval problems on page 453

Troubleshooting OWA shortcut viewing problems on page 456

Troubleshooting other OWA shortcut problems on page 457

Troubleshooting OWA shortcut retrieval problems The following sections identify known problems when using Outlook Web Access to retrieve shortcuts created using EMC SourceOne, and provide workarounds when possible.

Users cannot retrieve OWA shortcuts after an administrator has changed the value of the Security group name field on page 453

Users cannot retrieve shortcuts when OWA access is configured at the root URL on page 454

Users cannot retrieve shortcuts using OWA on a Macintosh computer on page 454

Restoring shortcut item in OWA 2003 Calendar folder displays as duplicate entries on page 454

Retrieving OWA shortcuts may cause error when multiple IIS Web sites used on page 454

Users cannot retrieve OWA shortcuts after an administrator has changed the value of the Security group name field

If an administrator modifies the Security group name field on the Retrieval tab of the Retrieval dialog (accessed from the Retrieval node under the Application Configuration node in the EMC SourceOne console), the administrator must restart the Document Management Service.

Failure to restart the Document Management Service will cause OWA users to not be able to retrieve shortcuts until that service is restarted.

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Users cannot retrieve shortcuts when OWA access is configured at the root URL Users have problems retrieving shortcuts when an administrator has configured OWA access at the root URL.

If an administrator wants to provide OWA access at the root URL instead of using a virtual directory (that is, using https://email.company.com instead of https://email.company.com/exchange), the administrator must add an entry to the OWA web.config file for the ExOwaForm application on the OWA server.

You do this by adding the following line in the section:

Users cannot retrieve shortcuts using OWA on a Macintosh computer Users of Outlook Web Access (OWA) on a Macintosh computer cannot restore EMC SourceOne shortcuts.

Restoring shortcut item in OWA 2003 Calendar folder displays as duplicate entries When a user opens a shortcut item in the OWA Calendar folder, the entry may appear as duplicated in the OWA Calendar view. This occurs because EMC SourceOne restores messages to the user mailbox or Exchange server temporarily and then cleans up the temporary items after 60 minutes.

To workaround this problem, restore the original message for the calendar item.

Retrieving OWA shortcuts may cause error when multiple IIS Web sites used

When an EMC SourceOne system has external and internal OWA Web sites in use and shortcutting has been enabled, the HTTP 403 error can be returned when a user attempts to resolve a shortcut message using the external OWA Web site. This is caused by the external OWA Web site not having the ExOwaForm virtual directory installed.

To workaround this problem, install shortcut support on the external Web site that is causing the error as follows. The following procedure should be used for IIS version 6. A similar procedure should be used for IIS version 7, but that procedure will be slightly different since the version 7 IIS Manager user interface is different from the version 6 user interface.

Troubleshooting OWA shortcut problems (email-specific) 455

Troubleshooting EMC SourceOne

1. Verify that you can retrieve shortcuts using OWA on the internal (existing) IIS Web site on which EMC SourceOne OWA support was installed.

2. Open the Internet Information Services (IIS) Manager application on the Exchange Back-End Server.

3. On the left pane of the IIS Manager, expand the Web Sites folder.

4. Within the Web Sites folder, expand the internal Web site which contains the ExOwaForm virtual directory.

5. Right-click on the ExOwaForm virtual directory, select All Tasks from the context menu, and select Save Configuration to a File. The Save Configuration to a File dialog displays.

6. In the Save Configuration to a File dialog:

a. In the File name field, enter ExOwaForm as the name.

b. In the Path field, type or browse to the location where you want to save the file and click OK.

The file ExOwaForm.xml is created in the location you specified and the Save Configuration to a File dialog exits.

7. Right-click on the external Web site on which you want to enable the ability to restore shortcuts when using OWA.

8. Select New > Virtual Directory (from file) from the context menu. The Import Configuration dialog displays.

9. In the Import Configuration dialog:

a. Specify the previously saved ExOwaForm XML file in the File field and click Read File.

b. Select the ExOwaForm configuration listed in the Location area, and click OK.

The new ExOwaForm virtual directory is created within the currently selected Web site, and the Import Configuration dialog exits.

10. Reset the IIS services by entering the IISRESET command at the command line on the Exchange Back-End Server.

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Troubleshooting OWA shortcut viewing problems The following sections identify known problems with viewing EMC SourceOne shortcuts when using Outlook Web Access, and provide workarounds when possible.

Users cannot view shortcut messages in the reading pane when using OWA 2010 on page 456

Users cannot view shortcut meeting or appointment attachments using OWA 2007 or OWA 2010 on page 456

Users cannot view shortcut messages in the reading pane when using OWA 2010 Users cannot view shortcut messages in the reading pane when using OWA 2010.

To workaround this problem, users should open the shortcut message to view it when using OWA 2010.

Users cannot view shortcut meeting or appointment attachments using OWA 2007 or OWA 2010

OWA 2007 and OWA 2010 do not support custom forms for the calendar folder, which affects EMC SourceOne shortcut processing.

When you open an appointment or meeting that has been shortcut, any attachments that are part of that appointment or meeting should be displayed. However, since forms are not supported, those shortcut attachments are not displayed; only the shortcut stub is displayed.

Saving the shortcut stub to disk as an HTML file and then opening it is not always a valid workaround because the HTML in the stub may be changed by the OWA Safe HTML filtering feature, causing the link to no longer function.

The best workaround is to use Outlook to open appointments or meetings that have been shortcut.

Troubleshooting OWA shortcut problems (email-specific) 457

Troubleshooting EMC SourceOne

Troubleshooting other OWA shortcut problems The following sections identify other problems when using Outlook Web Access with EMC SourceOne shortcuts, and provide workarounds when possible.

Attachments to appointments that have been shortcut appear as links in OWA 2003 on page 457

Cannot use Previous and Next buttons to navigate shortcut messages in OWA on page 457

Garbled multibyte text displayed in OWA shortcut stub attachment on page 457

Attachments to appointments that have been shortcut appear as links in OWA 2003 When using OWA 2003, recurring calendar appointments that contain attachments that have been shortcut display the list of attachments as links to HTML files, and not as the attachments themselves. For example, the attachment mywords.doc would appear as a link to the file mywords.doc.html.

To workaround this problem, the user should click the attachment HTML file link to cause the attachment link to be displayed, and then click the attachment link.

Cannot use Previous and Next buttons to navigate shortcut messages in OWA After opening a shortcut message in OWA, you cannot use the Previous and Next buttons to navigate to the next shortcut message. Adjacent messages which are not shortcut are not subject to this limitation.

To workaround this problem, close the open message and select the desired message to view from the list instead.

Garbled multibyte text displayed in OWA shortcut stub attachment Under some conditions, OWA users may observe garbled multibyte character text displayed when they open a shortcut stub attachment in OWA.

If this occurs, the user should set the browser character encoding to be Unicode (UTF-8).

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Troubleshooting Journal activities using Office 365 email content When you use the Journal activity to process email messages from an Office 365 environment, errors may be written to the event log indicating a situation that needs to be corrected. This event log is on the master server on which the EMC SourceOne File Mover agent was installed.

Generally, these event log messages have to do with either connectivity to the source and target directories used by the SMTP journal group, or problems with the amount of disk space remaining in those directories. These event log messages are issued by the EMC SourceOne File Mover agent only when you have defined separate source directories and target folders.

Refer to the troubleshooting section in Chapter 20, Using the Journal Activity for Office 365 Content, for information on how to resolve these error messages when you encounter them.

Troubleshooting User Delete issues 459

Troubleshooting EMC SourceOne

Troubleshooting User Delete issues The following sections provide suggestions for how to troubleshoot issues with the User Delete activity.

Troubleshooting mapping folders for User Delete If the Delete permission does not display in the Permissions tab of the Folder Properties dialog box, run the upgrade scripts for the EMC SourceOne Activity database.

Troubleshooting the Folder Conversion utility for User Delete Table 6 on page 459 lists common problems and solutions with using the Folder Conversion utility.

Table 6 Troubleshooting the Folder Conversion utility

Problem Action/solution

Errors during Initialization (-init) appear in the ES1NaFolderConvert.exe.log, and the utility stops processing and exits. This may be due to a database connection problem.

Rerun the Folder Conversion utility using -init. Processing continues from where the utility left off.

Errors during update of ownership appear in the ExAsAdmin.exe.log as FolderConvert command failed.

Run the utility using -rerun. The failed FolderConvert command will be reprocessed.

Errors while the Native Archive server is suspended. Ownership updates stop.

Ownership updates will resume when you resume the Native Archive server using the suspend resume script.

The load on the SQL server is too high. Run the Folder Conversion utility using -ctrl and the appropriate parameters to: Reduce the number of threads doing the conversion. Schedule the conversion in off-peak hours. Refer to Configuring User Delete in the EMC SourceOne Email Management Administration Guide for details about the parameters for the Folder Conversion utility.

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Troubleshooting EMC SourceOne Search use with User Delete You can troubleshoot the following issues with EMC SourceOne Search when using the User Delete activity:

Delete jobs fail on page 460

Individual items fail to be deleted on page 460

Deleted mail item still appears in search results after 24 hours on page 461

Delete jobs fail If Delete jobs fail:

Review the EMC Event log for errors.

Review ExDeleteFromArchiveJBC.exe.log for information about deletes performed through Search.

Individual items fail to be deleted The errors and solutions shown in Table 7 on page 461 can be displayed in either of the following locations:

The Failure Report dialog box in Search.

The detailed log file for the Delete job in the EMC SourceOne console.

Troubleshooting User Delete issues 461

Troubleshooting EMC SourceOne

Deleted mail item still appears in search results after 24 hours If the Delete status dialog box in Search reports that the mail item was successfully deleted, but the item is still appearing in search results after 24 hours:

Look in the Detailed Log File to verify that the mail item has a status of Deleted.

Examine your Native Archive servers that have the Archive and Index roles. Within the 24 hours after a mail item is successfully deleted, the Native Archive server should remove the message/reference from SQL, posted an update to the index, and zeroed out the item in the container (if applicable). To determine if errors were encountered during this process:

Look in the Event Log on your Native Archive servers.

Look in the ExAsArchive.exe.log for additional error information.

Table 7 Individual items fail to be deleted

Error Action/solution

Delete window expired. Items older than days cannot be deleted The item is no longer eligible for deletion based on its age.

Instruct users to choose items to delete that are within the date window that you defined in the Archive deletion eligibility period field. Refer to Chapter 8, Configuring Applications and Web Services, for more information on that field.

Failed to retrieve item - Either there is a problem retrieving the item from the Archive service, or the item no longer exists in the archive.

Verify that the Archive service is running.

Permission denied The user has Contributor permission but does not have Delete permission on the appropriate mapped folder.

Grant the user Delete permission on the appropriate mapped folder. For example, if a user has Contributor permission on both Folder1 and Folder2, but Delete permission on Folder1 only, then: The Delete option is still enabled in Search. The user can find items in both folders and select items from both folders to

delete. Items from Folder2 will fail to be deleted, with a Permission denied error

reported in the Delete Status Details dialog box.

Failed to delete item - A general or unexpected failure.

Look in the Detailed Log File, which displays more information about the error, including the failure error code and an error string if available. If the Detailed Log File does not exist because you did not enable it, or if you need more information, look in the ExDeleteFromArchiveJBC.exe.log.

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Configuring CTA Integration 463

15

Describes the integration of EMC Cloud Tiering Appliance (CTA) with EMC SourceOne Email Management as follows:

Enabling CTA integration ............................................................... 464 Managing CTA server consoles ..................................................... 465

For more information on using CTA, refer to the EMC Cloud Tiering Appliance documentation.

Configuring CTA Integration

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Enabling CTA integration You can enable the use of the EMC Cloud Tiering Appliance (CTA) console while within the EMC SourceOne console. You can then use the CTA console to manage your CTA servers while within the EMC SourceOne console.

When integration is enabled, the Cloud Tiering Appliance (CTA) node is added to the list of nodes in the EMC SourceOne console.

You enable and disable the use of CTA consoles from within the EMC SourceOne console using the Global Settings page of the Application Configuration node as described in Editing global settings for applications and Web services on page 231.

Refer to Managing CTA server consoles on page 465 for information on how to use this node to manage access to the CTA server consoles.

Managing CTA server consoles 465

Configuring CTA Integration

Managing CTA server consoles You can add, modify or delete CTA server consoles from the list of those that can be launched from EMC SourceOne Email Management.

The following sections describe how to manage access to CTA server consoles:

Adding a CTA server console on page 465

Modifying the description of a CTA server console on page 467

Deleting a CTA server console on page 468

Adding a CTA server console To add a CTA server console, do the following:

1. Verify that CTA integration is enabled. To enable CTA integration, refer to Enabling CTA integration on page 464.

2. Select the New CTA Server action in the EMC SourceOne console, or right click on the Cloud Tiering Appliance (CTA) node and select New CTA Server. The New CTA Server dialog displays.

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Figure 83 New CTA Server dialog

3. In the New CTA Server dialog, enter the location of the CTA server console Web page in the Server address field. The server address that you enter is not validated as being the location of a CTA server, so ensure that you enter it accurately.

4. Optionally, enter a description for this server console in the Description field.

5. Click Finish.

The server console is added as a node under the Cloud Tiering Appliance (CTA) node in the EMC SourceOne console and that CTA Server console Web page is displayed.

A maximum of 20 CTA servers can be configured at one time; attempting to configure more than 20 servers will result in an error.

Managing CTA server consoles 467

Configuring CTA Integration

Figure 84 CTA Server console displayed within EMC SourceOne

Modifying the description of a CTA server console You can modify the description of a CTA server console, but not the server address. If the specified server address has changed, delete the CTA server and add it again to the EMC SourceOne console.

To modify the description of a CTA server, do the following:

1. Select the server console to be modified under the Cloud Tiering Appliance (CTA) node.

2. Select the Properties action in the EMC SourceOne console, or right click on the selected CTA console node and select Properties. The Edit CTA Server dialog displays.

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Figure 85 Edit CTA Server dialog

3. On the Edit CTA Server dialog, modify the contents of the Description field.

4. Click Finish.

Deleting a CTA server console To delete a CTA server console, do the following:

1. Select the server to be deleted under the Cloud Tiering Appliance (CTA) node.

2. Select the Delete CTA Server action in the EMC SourceOne console, or right click on the selected CTA console node and select Delete CTA Server. A message is displayed asking you to confirm that you want to delete this server.

Managing CTA server consoles 469

Configuring CTA Integration

Figure 86 Delete CTA Server confirmation dialog

3. Click Yes to continue the deletion.

The CTA server console is deleted from the list of server consoles under the Cloud Tiering Appliance (CTA) node.

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471

PART 2

This part contains EMC SourceOne information that applies to only email content types. The following chapters in this part describe the email management-specific features of EMC SourceOne:

Chapter 16, Configuring Email Management Activities

Chapter 17, PST and NSF Processing Activities

Chapter 18, Shortcut Activities

Chapter 19, Using Journal Activities

Chapter 20, Using the Journal Activity for Office 365 Content

Chapter 21, Processing Exchange Public Folder Content

Chapter 22, User-Directed Archiving (UDA) Activities

Chapter 23, Using Email Management Rules

Chapter 24, Configuring User Delete

Chapter 25, Auditing and Reporting

Chapter 26, Running Reports

Chapter 27, Customizing Reports

In addition, the following chapters in Part 1, Common Information, contain sections that are email-specific:

Chapter 11, Common and Email-specific Best Practices

Chapter 13, Maintaining EMC SourceOne

Chapter 14, Troubleshooting EMC SourceOne

Refer to Part 1, Common Information, for information that is common to all content types.

Email Management Specific Information

Configuring Email Management Activities 473

16

Describes how to configure and manage activities for email management in EMC SourceOne Email Management, and is organized as follows:

Introduction to activities ................................................................. 474 Adding activities to an organizational policy.............................. 482 Activity Type..................................................................................... 483 Data Source Types............................................................................ 485 Journaling Method........................................................................... 487 Select Data Sources .......................................................................... 489 Group Options.................................................................................. 503 Item Types ......................................................................................... 505 Folders ............................................................................................... 512 User Created Folders ....................................................................... 516 Dates .................................................................................................. 518 Attachments Filter............................................................................ 522 Message Types Filter........................................................................ 524 Properties .......................................................................................... 526 Message Size Filter........................................................................... 528 Mapped Folder(s)............................................................................. 530 Shortcut Options .............................................................................. 541 Post Processing ................................................................................. 543 Business Components ..................................................................... 545 Delete Options .................................................................................. 548 Schedule ............................................................................................ 550 Activity Name .................................................................................. 555 Editing activities in an organizational policy .............................. 556 Controlling activities ....................................................................... 558 Deleting activities from an organizational policy ....................... 562

Configuring Email Management

Activities

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Introduction to activities A policy groups together one or more activities. An activity is a user-named definition for performing a specific type of work with EMC SourceOne, including the environment it will be performed in and when it will be performed. Activities, like policies, are defined using the EMC SourceOne console.

For example, you could create a policy called Archiving for Asia Pacific, which might include two activities: Journaling for Asia Pacific which uses the Journal activity type and Historical Archive (Japan) which uses the Archive - Historical activity type.

The following sections describe:

Prerequisites on page 474 describes what tasks need to be completed before creating activities.

Considerations and limitations for activities on page 475 describes topics you should be aware of before using activities.

Summary of activity types on page 477 describes the types of activities you can create.

Summary of New Activity wizard pages for email activities on page 480 summarizes the New Activity wizard pages that are part of each type of activity.

Prerequisites Before you create an activity, do the following:

Verify that the EMC SourceOne system is ready create the activity.

Refer to Chapter 2, Planning and Initializing Content Processing, for the steps needed to prepare the EMC SourceOne system for use.

Review the description of the activity type to make sure you are aware of all considerations and limitations of the activity and also review the lists in Considerations and limitations for activities on page 475.

Review the description of the activity type to make sure you have performed any other necessary tasks before creating an activity of that type. The following are examples of such tasks:

Introduction to activities 475

Configuring Email Management Activities

Before archiving personal mail files or creating PST activities, you must create NSF groups or PST groups. Refer to Chapter 17, PST and NSF Processing Activities.

Before creating shortcut activities or Migrate PST activities, you must specify the universal shortcut URL in the Application Configuration node. Refer to Chapter 18, Shortcut Activities, and Chapter 8, Configuring Applications and Web Services.

Before creating UDA activities, you must create the UDA folders. Refer to Chapter 22, User-Directed Archiving (UDA) Activities.

Before creating Journal activities to process Microsoft Office 365 email content, you must create SMTP Journal groups. Refer to Chapter 20, Using the Journal Activity for Office 365 Content.

Considerations and limitations for activities Review the following sections to see if any of the listed considerations and limitations pertain to the activity you plan to create:

General activity considerations and limitations on page 475

Email-specific activity considerations and limitations on page 476

General activity considerations and limitations If the CPU on an EMC SourceOne worker computer is being completely consumed by a single activity, you should break that activity into a set of smaller activities that will process separately and not completely consume the CPU. For example, rather than shortcut all messages that are older than 30 days, you could have several activities that shortcut these messages in smaller groups. For example, using a single activity to shortcut at one time all the email in a company that is older than 30 days could cause the CPU on a worker to be completely consumed.

Refer to Best practices for deploying shortcuts on page 343 for more information on deploying email shortcuts.

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Email-specific activity considerations and limitations Review the following email-specific considerations and limitations to see if any pertain to the activity you plan to create:

EMC SourceOne has a limitation (identified through testing) of 140MB for archiving large embedded messages. Embedded messages below this threshold can be successfully archived.

Email messages with attachments greater than 2 GB cannot be archived reliably.

In environments which include Exchange 2010, Exchange converts the canonical addresses in journaled messages to SMTP addresses, causing those journaled messages to be duplicated across Exchange 2010 servers and between the journaling mailbox and the user mailboxes as follows:

If a message is journaled on Exchange 2010 and archived by EMC SourceOne, and then subsequently archived by a historical archiving task, the duplicate message is archived.

If a message is journaled (and archived) from both Exchange 2007 (or Exchange 2003) and Exchange 2010, the duplicate message is archived.

When duplicate messages are archived, this can result in a larger than expected archive, and can result in duplicate messages being displayed in search results.

This duplication occurs in the following environments:

Exchange 2010 only environment

Exchange 2010 with Exchange 2007 or Exchange 2003 environment

This duplication does not occur when Exchange 2007 and Exchange 2003 servers are used together without Exchange 2010.

Microsoft has released an Interim Update for this issue. Customers can request KB978871 from Microsoft (without charge) to receive the Interim Update. Once you apply the Interim Update on all Exchange 2010 servers, the routes remain as canonical addresses and not SMTP addresses, so the messages will now correctly have duplicates removed across Exchange 2010 servers and between the journaling mailbox and the user mailboxes.

Introduction to activities 477

Configuring Email Management Activities

If you do not want to apply this fix, you can minimize the chances of duplicate archived messages by performing either journaling or historical archiving activities, but not both.

Summary of activity types This section summarizes the types of activities you can create. Refer to Summary of New Activity wizard pages for email activities on page 480 for the New Activity wizard pages that are used by each of these activities.

The activity types available for you to select are determined by the EMC SourceOne products installed:

If EMC SourceOne for File Systems is installed:

Refer to the EMC SourceOne for File Systems Administration Guide for the list of activity types for processing file content.

If EMC SourceOne for Microsoft SharePoint is installed:

Refer to the EMC SourceOne for Microsoft SharePoint Administration Guide for the list of activity types for processing SharePoint content.

If EMC SourceOne Email Management is installed:

Refer to Table 58 on page 478 for the list of activity types for processing email content. The available activity types displayed by the EMC SourceOne console are also modified by the email platforms that are enabled.

Review, and if necessary modify, the list of supported mail systems in the Global Settings dialog of the EMC SourceOne console to ensure that they match your environment. For more information on modifying settings on the Global Settings dialog, refer to Editing global settings for applications and Web services on page 231 in Chapter 8, Configuring Applications and Web Services.

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Table 58 Email activity types

Email activity type Description

Archive - Historical Archives items stored on a mail server. Refer to Understanding historical archiving from Sent or Sent Items on page 351 if you plan to use this activity to archive messages from the Sent Items folder or Sent view.

Archive - Microsoft Exchange Public Folder

Archives items stored in a Microsoft Exchange public folder. Refer to Chapter 21, Processing Exchange Public Folder Content, for more information.

Archive - Personal Mail Files Archives items stored in Microsoft Office Outlook PST files or IBM Lotus Notes NSF files. Refer to Chapter 17, PST and NSF Processing Activities, for prerequisites. If you are processing Exchange PST files in a multiple forest Active Directory environment, you may need to perform the additional configuration tasks described in Chapter 2, Planning and Initializing Content Processing, before using this PST processing activity.

Archive - User Directed Archive

Archives items stored in user-directed archive folders. Refer to Chapter 22, User-Directed Archiving (UDA) Activities, for prerequisites.

Delete - Historical Deletes items from mailboxes on a mail server.

Delete - Microsoft Exchange Public Folder

Deletes items from public folders on an Exchange mail server. Refer to Chapter 21, Processing Exchange Public Folder Content.

Delete - User Directed Archive

Deletes items from user-directed archive folders. Refer to Chapter 22, User-Directed Archiving (UDA) Activities, for prerequisites.

Delete - User Initiated Delete Processes requests in user mailboxes to delete messages from the archive. Refer to Chapter 24, Configuring User Delete, for prerequisites.

Note: The Delete - User Initiated Delete activity is for use in Microsoft Exchange environments only. You are not prevented from creating this activity in an IBM Lotus Domino-only environment. If you do create this activity in a Domino-only environment, the error Not implemented is recorded in the logs when the activity tries to run.

Find - Microsoft Office Outlook .PST

Searches, discovers, and attempts to determine ownership of Microsoft Office Outlook PST files to be processed by EMC SourceOne. Refer to Chapter 17, PST and NSF Processing Activities, for prerequisites.

Note: If you are processing Exchange PST files in a multiple forest Active Directory environment, you may need to perform the additional configuration tasks described in Chapter 2, Planning and Initializing Content Processing, before using this PST processing activity.

Introduction to activities 479

Configuring Email Management Activities

Journal Journals items as they are received by a Domino, Exchange, Exchange Online or SMTP mail server. Refer to Chapter 19, Using Journal Activities. If you are journaling Exchange Online content from an Office 365 environment, refer also to Chapter 20, Using the Journal Activity for Office 365 Content. If you are allowing users to delete mail items that have been journaled, refer also to Configuring Journal activities for User Delete on page 779 in Chapter 24, Configuring User Delete.

Migrate - Microsoft Office Outlook .PST

Shortcuts and moves messages to a specified folder, and optionally deletes a Microsoft Office Outlook PST file once it has been archived. Refer to Chapter 17, PST and NSF Processing Activities, and Chapter 18, Shortcut Activities, for prerequisites. If you are processing Exchange PST files in a multiple forest Active Directory environment, you may need to perform the additional configuration tasks described in Chapter 2, Planning and Initializing Content Processing, before using this PST processing activity.

Restore Shortcuts - Historical & User Directed Archive

Restores messages that were shortcut by replacing the shortcut messages with the original messages. Refer to Chapter 18, Shortcut Activities, for more information.

Restore Shortcuts - Microsoft Exchange Public Folder

Restores messages that were shortcut from Exchange public folders by replacing the shortcut messages with the original messages. Refer to Chapter 21, Processing Exchange Public Folder Content. Also refer to Chapter 18, Shortcut Activities, for other information about restoring shortcuts.

Shortcut - Historical Replaces archived messages on a mail server with shortcuts to those messages in the EMC SourceOne Native Archive. Refer to Chapter 18, Shortcut Activities, for prerequisites and other information.

Shortcut - Microsoft Exchange Public Folder

Replaces archived messages in Microsoft Exchange public folders with shortcuts to those messages in the EMC SourceOne Native Archive. Refer to Chapter 21, Processing Exchange Public Folder Content. Also refer to Chapter 18, Shortcut Activities, for other information about shortcuts.

Shortcut - User Directed Archive

Replaces archived messages in user-directed archive folders with shortcuts to those messages in the EMC SourceOne Native Archive. Refer to Chapter 22, User-Directed Archiving (UDA) Activities, for prerequisites and other information. Also refer to Chapter 18, Shortcut Activities, for other information about shortcuts.

Update Shortcuts - Historical & User Directed Archive

Updates out-of-date information on shortcuts to Microsoft Exchange messages. Refer to Chapter 18, Shortcut Activities, for prerequisites.

Table 58 Email activity types (continued)

Email activity type Description

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Summary of New Activity wizard pages for email activities This section summarizes the New Activity wizard pages for each of the email management activity types.

You use the New Activity wizard to create new activities, as described in Adding activities to an organizational policy on page 482. The pages that appear in the New Activity wizard depend on the activity type that you select. Not all pages appear for every activity type. Refer to Summary of activity types on page 477 for a list of the possible activity types.

Table 59 on page 480 lists the pages in the New Activity wizard in the order in which they are displayed by the wizard (top to bottom) for each email management activity.

For file archiving or SharePoint archiving activity pages, refer to either the EMC SourceOne for File Systems Administration Guide or the EMC SourceOne for Microsoft SharePoint Administration Guide.

If a page is used for an activity, the word Yes occurs in the column for that activity.

Table 59 New Activity wizard pages and activity types

Page in New Activity wizard Ar

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Activity Type Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Data Source Types Yes Yes Yes Yes Yes Yes Yes Yes

Journaling Method (Domino)

Yes

Select Data Sources Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Group Options Yes Yes Yes

Item Types Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Folders Yes Yes Yes Yes Yes Yes

Introduction to activities 481

Configuring Email Management Activities

User Created Folders Yes Yes Yes Yes Yes

Dates Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Attachments Filter Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Message Types Filter Yes Yes Yes Yes Yes Yes Yes

Properties Yes Yes Yes

Message Size Filter Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Mapped Folder(s) Yes Yes Yes Yes

Shortcut Options (Exchange)

Yes Yes Yes Yes Yes

Post Processing Yes Yes

Business Components: Specify Filtering

Rules

Yes Yes

Yes Yes

Yes Yes

Yes Yes

Delete Options Yes Yes Yes

Schedule Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Activity Name Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Table 59 New Activity wizard pages and activity types (continued)

Page in New Activity wizard Ar

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Adding activities to an organizational policy To add an activity to an organizational policy:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies list, select the policy to which you want to add the activity.

3. Select Action > New Activity.

The New Activity wizard starts, and the Activity Type page displays.

The checkboxes in the left column indicate your progress through the wizard. You cannot select them. You use the New Activity wizard to navigate through a series of pages, which differ by the type of activity you select.

4. Continue to define the activity as described in Activity Type on page 483.

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Activity Type This section is organized as follows:

Introduction on page 483

Procedure on page 484

Introduction The Activity Type page specifies the type of activity being created. Use the Activity Type page as described in Procedure on page 484.

Figure 87 Activity Type - New Activity wizard

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Procedure To use the Activity Type page:

1. Select the type of activity to create from the displayed list.

Only one activity type can be selected for an activity. The activities available depend on the EMC SourceOne components installed. Refer to Summary of activity types on page 477 for a list of available activity types.

2. Click Next.

In the left column, the Activity Type check box is selected automatically to indicate that you completed that step.

3. The next page that appears depends on the type of activity selected. Refer to Summary of New Activity wizard pages for email activities on page 480 for a list of pages that appear next for each email activity type.

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Data Source Types This section is organized as follows:

Introduction on page 485

Procedure on page 486

Introduction The Data Source Types page allows you to select the data source type used by the activity. Refer to Summary of New Activity wizard pages for email activities on page 480 for a list of activities that make use of the Data Source Types page.

Use the Data Source Types page as described in Procedure on page 486.

Figure 88 Data Source Types - New Activity wizard

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Procedure To use the Data Source Type page:

1. Select the type of data source to be used:

IBM Lotus Domino

Microsoft Exchange

Microsoft Office 365 (only available for use with the Journal activity. Refer to Chapter 20, Using the Journal Activity for Office 365 Content,for more information on this data source.)

SMTP (only available for use with the Journal activity.)

2. Click Next.

In the left column, the Data Source Types checkbox is selected automatically to indicate that you completed that step, and the Select Data Sources page displays. Refer to Select Data Sources on page 489 for how to use that page.

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Journaling Method This section is organized as follows:

Introduction on page 487

Procedure on page 488

Considerations for Over Quota Error reports on page 488

Introduction The Journaling Method page allows you to select the method for journaling and appears for the Journal activity if you selected IBM Lotus Domino on the Data Source Types page.

Figure 89 Journaling Method - New Activity wizard (Domino)

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Procedure To use the Journaling Method page:

1. Specify how to journal information from the IBM Lotus Domino server by selecting one of the following options:

Use EMC SourceOne extension manager

Use IBM Lotus Domino native journaling

Refer to Considerations for Over Quota Error reports on page 488 for additional considerations when selecting these options.

2. Click Next. In the left column, the Journaling Method checkbox is selected automatically to indicate that you completed that step.

Considerations for Over Quota Error reports Over Quota Error reports sent by Domino are handled differently depending on which type of processing you select:

Over Quota Error reports are processed when you use Domino native journaling.

Over Quota Error reports are not processed when you use SourceOne journaling.

Over Quota Error reports are processed when you use an Archive activity, if you select Reports in the Item Types page for that activity.

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Select Data Sources Use the Select Data Sources page to select the data sources used by an activity. Refer to Summary of New Activity wizard pages for email activities on page 480 for a list of activities that make use of the Select Data Sources page.

One of several Select Data Sources pages displays, depending on the previously selected activities and data source types:

Each of these pages is described in one of the following topics:

For most activities, except those called out specifically in this list, refer to Select Data Sources page (for most activities) on page 489.

For Journal activities with SMTP selected as the Data Source Type, refer to Select Data Sources page (for Journal activities for SMTP email) on page 498.

For Journal activities with Microsoft Office 365 selected as the Data Source Type, refer to Select Data Sources page (for Journal activities for Microsoft Office 365 email) on page 499.

For activities for processing public folder content (the Archive - Microsoft Exchange Public Folder, Delete - Microsoft Exchange Public Folder, Shortcut - Microsoft Exchange Public Folder, and Restore Shortcuts - Microsoft Exchange Public Folder activities), refer to Select Data Sources page (for Public Folder activities) on page 501.

Select Data Sources page (for most activities) You use this variant of the Select Data Sources page for all activities, except the following:

Journal activity when Microsoft Office 365, or SMTP is selected as the Data Source Type

Public folder activities:

Archive - Microsoft Exchange Public Folder

Delete - Microsoft Exchange Public Folder

Restore Shortcuts - Microsoft Exchange Public Folder

Shortcut - Microsoft Exchange Public Folder

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Figure 90 Select Data Sources (non-SMTP) - New Activity wizard

You use this page to specify mailboxes, mail servers, or an LDAP query as the source of items to process. The options available on this page depend on the type of activity previously selected.

Use this page as follows:

1. Select one of the following options in the Choose By field:

Address Book (Exchange) or Directory (Domino). Continue to Selecting data sources using Address Book or Directory on page 491 for details.

Server Hierarchy. Continue to Selecting data sources using Server Hierarchy on page 492 for details.

The first time you select the Exchange Address Book or Exchange Server Hierarchy, the Choose Profile dialog box opens. Select an Outlook profile, then click OK. The Outlook profile must be a member of the EMC SourceOne Admin group which has view-only permission in Microsoft Exchange. Refer to the EMC SourceOne Email Management Installation Guide for more information on the necessary permissions.

After the initial prompt, you are not prompted again. The profile name you select is stored in the registry.

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LDAP Query (not used with Journal activities). Continue to Selecting data sources using LDAP on page 492 for details.

When best to use LDAP queries to select data sources on page 337 describes when best to use LDAP to select a data source.

2. Click Next.

In the left column, the Select Data Sources checkbox is selected automatically to indicate that you completed this step.

Selecting data sources using Address Book or Directory In the Choose By field on the Select Data Sources page, select Address Book (Exchange) or Directory (Domino).

Figure 91 Address Book (Exchange)

To add groups or users to the Group or user names list, click Add, then select groups or users from the address book or directory.

Note: Select a group or a use an LDAP query instead of selecting many (thousands) of individual users from the address book or directory. If you select a large number of users from the address book or directory, it will take several minutes before the users are added to the Select Data Sources dialog box.

To remove groups or users from the Group or user names, select the group or user in the list, then click Remove.

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Selecting data sources using Server Hierarchy In the Choose By field on the Select Data Sources page, select Server Hierarchy.

Figure 92 Server Hierarchy

In the Server Hierarchy list, do one of the following steps:

(Exchange) Select individual mail servers, mail storage groups, or mail stores by selecting the appropriate checkboxes.

(Domino) Select individual servers.

Select the Select All checkbox.

Selecting data sources using LDAP If you have an LDAP (Lightweight Directory Access Protocol) or Microsoft Active Directory Services (ADS) server, you can create LDAP queries that filter messages against the directory services schema in addition to or in place of the mail systems address book. This approach may be faster or more effective than using an Exchange or Domino address book.

EMC SourceOne does not support groups or distribution lists when performing LDAP or ADS-based filtering, unless the group or distribution list has a mail account or the RFC 822 mail account attribute assigned to it.

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Chapter 11, Common and Email-specific Best Practices,in the section "When best to use LDAP queries to select data sources describes when best to use LDAP to select a data source, as well as some situations in which it should not be used, and some considerations for those upgrading from previous versions of EMC SourceOne Email Management.

To select a data source using LDAP:

1. In the Choose By field on the Select Data Sources page, select LDAP (not available for Journal activities).

Figure 93 LDAP data sources dialog

2. Specify the LDAP server to be used, as follows:

In the Select Server field, select the LDAP server to use.

If the server you want to use is not displayed, specify and use a new LDAP server. Refer to Specifying a new LDAP server on page 494 for information on specifying a new LDAP server.

3. Specify whether the LDAP server should make use of Microsoft ADSI by selecting the Use Microsoft ADSI option.

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The Use Microsoft ADSI option (formerly named the Directory server contains identities option in previous versions of the product) is enabled or disabled by default based upon the server displayed in the Select Server field:

If the server had enabled the Server supports Microsoft ADSI search option,the Use Microsoft ADSI option will be selected by default on the Data Sources dialog.

If the server had not enabled the Server supports Microsoft ADSI search option,the Use Microsoft ADSI option will not be selected by default on the Data Sources dialog.

If the Use Microsoft ADSI option is appears gray in color, this indicates that the LDAP server was defined prior to the installation of EMC SourceOne Email Management 6.8 SP2 or higher.

Refer to information on upgrade considerations for LDAP server definitions in Chapter 11, Common and Email-specific Best Practices,in the section "When best to use LDAP queries to select data sources.

4. In the Query field, enter the search filter portion of the query.

An LDAP query is limited to 2000 characters. For information on creating a valid query, refer to LDAP query syntax on page 497.

5. To test your query, click Execute.

Results of the query and any error messages are displayed in the Test Results area.

Specifying a new LDAP server To specify a new LDAP server:

1. In the Select Data Sources page of the New Activity wizard:

a. In the Choose By field on the Select Data Sources page, select LDAP. This is not available for Journal activities.

b. Click New.

The LDAP Server Configuration dialog box opens.

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Figure 94 LDAP server configuration

2. In the Server Configuration field, enter the unique name to refer to the LDAP server. You use this name in your LDAP search syntax later on, so it should be short and easy to remember. It can contain letters, numbers, and spaces (maximum 250 characters).

3. In the Server Host/IP field, specify one of the following:

For Microsoft Exchange: Enter the computer name or the IP address of the domain controller that contains the users you want to view, or use the Global Catalog server.

For Lotus Domino: Enter the computer name or IP address of the computer running the LDAP server. If multiple Domino servers are running the LDAP task, enter the computer name or IP address of the Domino Hub server.

The maximum number of characters for this field is 250.

4. In the Server Port field, leave the default port value of 389 unless you use an alternate port for LDAP services on the ADS or LDAP server.

Valid port values are integers in the range 1 - 999999. To reset the Server Port value to 389, click Use Default.

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5. If the LDAP or ADS server supports Active Directory Service Interface (ADSI) search, select the Server supports Microsoft ADSI search option. The value of this option controls whether you can select to use the ADSI search capability with EMC SourceOne.

6. If the LDAP or ADS server requires a secure sockets layer connection (SSL), select the Server requires a secure connection (SSL)? option. When this option is selected, the LDAP port changes to the default secure LDAP port value of 636 for Active Directory. The value for Domino is different.

7. Choose whether to require logging on to the server. This process is different for Exchange and Domino servers:

For Exchange, if you are using Windows 2003 Active Directory Services, you must select the Server requires login? checkbox. Then enter the Domain\Windows login of the domain controller you are querying against in the Account name and Password fields.

For Domino, if you are using LDAP with Domino, you may have anonymous LDAP access set up. You should clear the Server requires login? checkbox and leave the Account name and Password fields empty unless you specifically restricted access on your Domino LDAP servers. If you want to require logging on to the server, enter the Domino user account, not the Windows login, in the Account name and Password fields.

The maximum number of characters for the Account name field is 250. The maximum number of characters for the Password field is 250.

8. Specify the location in which the LDAP search begins, using the Search base field:

For Exchange, if you are using Windows 2003 Active Directory Services, enter the domain information based on the ADS primary domain controller (PDC) computer name using the following format:

dc=subdomain,dc=domain,dc=com

For example, if the name of the PDC is AcmePDC.Acme.com, you should enter the following:

dc=AcmePDC,dc=acme,dc=com

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For Domino, leave the Search Base field blank, or enter the name of the Domino server directory, names.nsf.

The maximum number of characters is 250.

9. Click OK to save your changes and to close the LDAP Server Configuration dialog box.

LDAP query syntax The syntax that you use to create LDAP filters is very specific and uses common LDAP query syntax.

Refer to the following examples:

LDAP query syntax for finding users based on common names on page 498

LDAP query syntax for finding users based on organization on page 498

When best to use LDAP queries to select data sources on page 337 also contains an example of using LDAP to select a data source.

For more information about LDAP search syntax, refer to the RFC 1650 and RFC 2252 specifications at:

http://ldapman.org/ldap_rfcs.html

Note: EMC SourceOne does not support groups or distribution lists when performing LDAP or ADS-based filtering, unless the group or distribution list has a mail account or the RFC 822 mail account attribute assigned to it. In addition, while the objectclass person may be the one you use most often, you can also use other objectclasses as long as they are associated with a mail account.

Note: The number of results returned and the time allotted to return them is based on the actual LDAP server settings. For Exchange, these settings are on the Active Directory server.

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LDAP query syntax for finding users based on common names The following example shows you how to find users with common names that begin with A:

(&(objectclass=person)(cn=a*))

On the same server, you could find users with common names beginning with any letter from A through M using the following syntax:

(&(objectclass=person)(cn=

LDAP query syntax for finding users based on organization The following example shows you how to find users who are members of the Engineering organization:

(&(objectclass=person)(o=Engineering))

On the same server, you could find users who are not members of either the Engineering or Accounting organizations using the following syntax:

(&(objectclass=person)(!(|(o=Engineering)(o=Accounting))

Select Data Sources page (for Journal activities for SMTP email) You use this variant of the Select Data Sources page with the Journal activity when SMTP is selected as the Data Source Type.

Figure 95 Select Data Sources (journaling SMTP) - New Activity wizard

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Use the Select Data Sources page to specify the locations of the SMTP drop directories that journaling will use as a source:

1. Click Browse.

2. In the Browse For Folder dialog box, navigate to and select an SMTP drop directory. Click OK to close the dialog box.

The UNC Path field displays the path you specified.

The maximum number of characters is 256.

3. Click Add.

The path of the SMTP drop directory appears in the list.

4. To specify additional drop directories, repeat steps 1 through 3.

5. Click Next.

In the left column, the Select Data Sources checkbox is selected automatically to indicate that you completed that step.

The Business Components page displays. Refer to Business Components on page 545 for how to use that page.

Select Data Sources page (for Journal activities for Microsoft Office 365 email) You use this variant of the Select Data Sources page with the Journal activity when Microsoft Office 365 is selected as the Data Source Type.

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Figure 96 Journal Select Data Sources page

On the Select Data Sources page, select one of the previously defined SMTP journaling groups to use as the data source for this journaling activity, and click Next. The Business Components page displays. Refer to Business Components on page 545 for how to use that page.

If no SMTP journaling group is defined, an error message displays.

Figure 97 SMTP Journaling Group must exist message

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If this message occurs, cancel creating the activity and create an SMTP Journaling Group to be used with this activity. Refer to Creating an SMTP Journaling Group on page 649 for how to define SMTP journaling groups.

Select Data Sources page (for Public Folder activities) You use this variant of the Select Data Sources page with the activities which process Exchange public folder content (the Archive - Microsoft Exchange Public Folder, Delete - Microsoft Exchange Public Folder, Shortcut - Microsoft Exchange Public Folder, and Restore Shortcuts - Microsoft Exchange Public Folder activities) as follows:

Figure 98 Delete - Microsoft Exchange Public Folders Select Data Sources page

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1. On the Select Data Sources page, Public Folder is the only available option in the Choose by field and cannot be changed. Within the area below the Choose by field, select the public folders to process as follows:

Select the Exchange public folder content to be processed by selecting the box next to each public folder name containing that content.

Initially, only the top-level public folders are displayed. If these folders contain other folders, you can expand the folder to display the subfolders by clicking the plus sign (+) next to the public folder. Once expanded, you can hide the subfolders by clicking the minus (-) sign next to the parent folder.

Only the selected folders will be processed.

Select the Select All option to cause all folders and subfolders to be selected. To cause all folders and subfolders to not be selected, clear the Select All option.

Select the Subfolders option in the Include area to cause all subfolders contained in the selected folders to be processed without individually marking each subfolder. By default this option is selected and subfolders of selected folders are processed.

Select the Read items option in the Include area to have read items processed. To exclude read items from being processed, unselect this option. By default this option is selected and read items are processed.

Select the Unread items option in the Include area to have unread items processed. To exclude unread items from being processed, unselect this option. By default this option is selected and unread items are processed.

2. When you have completed selecting the folders containing the content to process, click Next. The Item Types page displays. Refer to Item Types on page 505 for more information.

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Group Options This section is organized as follows:

Introduction on page 503

Procedure on page 504

Introduction Use the Group Options page of the New Activity wizard to select options for the PST or NSF groups used by the activity.

IMPORTANT! Before you create PST activities, you must create PST groups. Before you create NSF activities, you must create NSF groups. Refer to Chapter 17, PST and NSF Processing Activities.

Refer to Summary of New Activity wizard pages for email activities on page 480 for a list of activities that make use of the Group Options page.

Figure 99 Group Options (PST) - New Activity wizard

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Procedure Specify processing options for PST or NSF groups:

1. In the Process locations/PST/NSF in the following states field, select the state of items you want to process, as described in Table 60 on page 504.

For Archive - Personal Mail Files activities and Migrate PST activities, the states correspond to the states of PST files in PST groups, or the states of NSF files in NSF groups.

For Find PST activities, the states correspond to source computer states in PST groups.

Refer to Chapter 17, PST and NSF Processing Activities, for more information about source computer states in PST groups.

2. In the Select the group to use for this activity field, select the PST groups or NSF groups you want to process.

3. Click Next.

In the left column, the Group Options checkbox is selected automatically to indicate that you completed that step.

Table 60 Relationship between group options and source computer/file states

Group options in PST/NSF activity

Source computer/file state in PST/NSF group Description

All Locations/Files The activity will process all source computers or files, regardless of their state.

All Locations/Files Except Completed

Complete The activity will: Skip any source computer or file in a Complete

state. Only process source computers or files in a New

or Failed state.

Only Failed Locations/Files Failed The activity will process only those source computers or files in a Failed state.

Only Unprocessed Locations/Files New The activity will process only those source computers or files marked New.

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Item Types This section is organized as follows:

Introduction on page 505

Considerations and limitations on page 507

Procedure on page 508

Shortcutting only previously archived items on page 509

Reprocessing messages based on archive date on page 510

Introduction The Item Types page is used to select the type of email items to be processed by the activity, such as email messages, meeting requests, or appointments.

In EMC SourceOne, not all mail system documents are considered to be messages. Specifically, calendar, contact and task entries are not messages. Only those documents that are sent over the network between individuals are considered to be messages, including common email messages, task requests, meeting requests, and delivery receipts.

Figure 100 Item Types - Archive activities (Exchange)

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Figure 101 Item Types - Archive activities (Domino)

Refer to Summary of New Activity wizard pages for email activities on page 480 for a list of activities that use the Item Types page.

Not all activities support the same set of item types. For example:

Exchange activities support different item types than Domino activities.

Shortcut activities support only email message and calendar item types.

For example, the Shortcut - Microsoft Exchange Public Folder activity only supports shortcutting of Appointment, Email Message, and Meeting item types.

The Migrate - Microsoft Office Outlook PST supports only the email message item type.

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Considerations and limitations You should be aware of the following considerations and limitations:

A Delete activity that uses the Use all date option will remove recurring calendar items, because the date is not used as part of the selection criteria. This works as designed and is expected behavior.

To prevent recurring calendar items from being deleted, specify a date before today's date.

When using Exchange activities:

The message class for the Appointment item type is IPM.Appointment. It has no recipients, and it exists in the calendar folder.

The Meeting item type has two Message Classes:

IPM.Appointment contains recipients, and it exists in calendar folder

IPM.Schedule contains recipients, and it exists in any folder except Calendar.

EMC SourceOne does not support shortcutting the IPM.Document.Outlook. File.ics item type. EMC SourceOne does not treat this item type as an appointment or meeting. This item type is created when a user drags an .ics iCalendar format file into a user-defined folder in Outlook.

When using Domino activities:

EMC SourceOne Email Management does not intentionally archive a Tracking Request. However, some Tracking Requests may be archived if you select the Other option. In this case, there is no guarantee that all Tracking Requests will be archived.

Messages and calendar entries can be shortcut. Notices (Task and ToDo notices) cannot be shortcut.

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Procedure Specify the types of items to process:

1. Do one of the following steps:

To select all item types, select the Select All checkbox (default).

To specify individual item types, clear the Select All checkbox, then select the checkbox of each item type you want.

The item types that are available depend on the activity and mail system.

2. (Available for archive activities only.) Do one of the following steps:

To process messages again, select Reprocess items.

To not process messages again, clear Reprocess items.

Note: This option applies only to SourceOne archived messages, not to EmailXtender archived messages.

3. (Available for Shortcut activities only.) Do one of the following steps:

To shortcut only previously archived items, select Process only previously archived items.

To shortcut items regardless of whether or not they have been previously archived, clear Process only previously archived items.

4. Click Next.

In the left column, the Item Types checkbox is selected automatically to indicate that you completed that step.

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Shortcutting only previously archived items In SourceOne 6.5, shortcut activities automatically archived items that were not already archived, and then immediately shortcut the items.

This was not the desired behavior in EMC SourceOne 6.5 in certain cases:

Example 1: Assume you use Shortcut activities in SourceOne 6.5 to archive and then immediately shortcut a message. The original message on the mail server is replaced by a stub, and the message now exists only in the archive. If an archive failure occurs before you can perform a backup of the archive, and the message is lost from the archive, there is no way to recover the message because only the stub exists on the mail server.

Example 2: Assume you use rules in EMC SourceOne 6.5 to choose which messages to archive, and you choose not to archive personal mail. The Shortcut activity archives messages without using the rules, so it archives messages that you do not want archived.

To avoid these situations, shortcut behavior changed in EMC SourceOne 6.6.

In SourceOne 6.6 for shortcut activities, the Item Types page contains the new Process only previously archived items checkbox:

When the checkbox is selected, only those messages that have already been archived (and not modified or already shortcut) will be shortcut.

For example, after you archive items and perform a backup of the archive, run shortcut activities with this checkbox selected.

The Shortcut - Historical activity looks for previously archived items only in the mapped folder that you specify for the activity. The Shortcut - User Directed Archive activity looks for previously archived items only in the UDA folder that you specify for the activity. Shortcut activities do not look through the entire archive for previously archived items.

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When the checkbox is cleared, the activity will shortcut all the messages specified in the shortcut activity settings. If the job finds messages that are not archived, then those messages will be archived to the mapped folder specified in the activity and then they will be shortcut.

The Process only previously archived items checkbox is available for Shortcut - Historical and Shortcut UDA activities for Domino and Exchange.

Reprocessing messages based on archive date The Reprocess items checkbox is used for disaster recovery. When you select it, a new Archive date option is added to the Dates page.

For historical archiving, to recover from a system failure:

In EMC SourceOne 6.5, you re-run the archive tasks with the Reprocess items checkbox selected. All messages are reprocessed. In large environments, reprocessing all messages could take a long time.

In EMC SourceOne 6.6, not only do you rerun the archive tasks with the Reprocess items checkbox selected, but you also select the Archive date option on the Dates page and specify an archive date. Only those messages with the archive date you specify are reprocessed.

For example, assume you create an activity to archive mail based on a received date older than 3 months, and you run the activity on 5/20/2010. The activity archives mail received on 2/20/2010 and also messages received on 2/13/2010 that were not archived from previous archive runs. A system failure occurs on 5/21/2010 before the next archive run. To recover, run an archive activity with both Reprocess items and Archive date selected, and specify after 5/20/2010 to reprocess only those messages archived by the activity that ran on 5/20/2010. Messages received on 2/20/2010 and 2/13/2010 will be reprocessed.

The Reprocess items checkbox is available for Archive - Historical and Archive - UDA Archive for Domino and Exchange.

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Note: When you recover Exchange messages by using an Archive activity with the Reprocess items checkbox selected, the MAPI properties that were set when the messages were originally archived are not updated. This behavior is by design, so that the reprocessed messages do not trigger a cache synchronization in Outlook.

Note: For journaling, recovery involves restoring the deleted retention items, which will be processed the next time journaling runs.

CAUTION! Using the Reprocess items checkbox on messages in a Personal or Community folder will restore the users references to the messages if the message was previously archived and subsequently deleted by those users.

For more information about disaster recovery, refer to the EMC SourceOne Disaster Recovery Solution Guide.

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Folders This section is organized as follows:

Introduction on page 512

Considerations and limitations on page 513

Procedure on page 514

Introduction Use the Folders page of the New Activity wizard to select the folders to process. Refer to Summary of New Activity wizard pages for email activities on page 480 for a list of activities that make use of the Folders page.

E

Figure 102 Folders (Exchange) - New Activity wizard

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Figure 103 Folders (Domino) - New Activity wizard

Considerations and limitations For the Archive - Personal Mail Files activity and the Migrate -

Microsoft Office Outlook PST activity, the Folders page lists an additional selection: Top Level Folder. If you select Top Level Folder, then items in the root folder are processed.

For Shortcut activities, the Drafts folder is not selected by default. Do not shortcut drafts. If you shortcut drafts, then users will have to use EMC SourceOne Search to restore the drafts to their mailboxes before editing.

For Shortcut activities involving IBM Lotus Domino, EMC SourceOne does not shortcut any Notes documents that are in the Trash folder (soft deleted).

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For the Restore Shortcuts activity, the Folders page lists two additional selections: User Defined and User Directed Archive. If you select User Defined, then all user-defined folders are included in the Restore Shortcut activity. If you select User Directed Archive, then all user-directed archive folders are included in the Restore Shortcuts activity. You cannot select individual user-defined folders or individual user-directed archive folders for a Restore Shortcuts activity.

If UDA folders are included in the Restore Shortcuts activity, then the UDA parent folder will be skipped during processing.

An activity can process the items in a Notes private folder if you select the All Documents or Mail Threads views on the Folders page. If you select only User Defined folders, then the activity cannot process items in a Notes private folder.

For Restore Shortcuts activities involving IBM Lotus Domino, restore to a folder or the database, not to a view. Although the EMC SourceOne console allows it, restoring Domino messages to a view could result in messages not being properly restored to the selected view. This occurs because a view is constructed by formulas, which use information that may not be available in the restored message, resulting in the message not being restored in the selected view.

Any records in the user-directed archiving (UDA) folders of a Notes client will also display in the All Documents and Mail Threads views. If you create a Delete - Historical activity and include these two views, the Delete - Historical activity will delete items from your UDA folders, even though the activity was not a Delete - User Directed Archive activity.

Procedure Specify the mailbox folders to process:

1. Do one of the following:

To select all folders, select the Select All checkbox (default).

To specify individual folders, clear the Select All checkbox, then select the checkbox of each folder you want.

2. Select or clear the appropriate Include checkboxes:

Subfolders (selected by default for Shortcut and Archive - Historical activities) - Select to process items in the subfolders associated with the selected folders (Exchange).

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Note: For Domino Restore Shortcuts activities, all subfolders are included by default. For all other Domino activities, subfolders are not included.

Read Items (selected by default for Shortcut and Archive - Historical activities) - Select to process items that have been opened.

Unread Items (selected by default for Archive - Historical activities) - Select to process items that have not been opened.

Deleted retention/soft deleted item (not available for Delete - Historical activities and Archive - Personal Mail Files activities) - Select to process messages in the Trash folder (Domino).

3. Click Next.

In the left column, the Folders checkbox is selected automatically to indicate that you completed that step.

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User Created Folders This section is organized as follows:

Introduction on page 516

Considerations and limitations on page 517

Procedure on page 517

Introduction Use the User Created Folders page of the New Activity wizard to select folders for the activity to process.

Refer to Summary of New Activity wizard pages for email activities on page 480 for a list of activities that make use of the User Created Folders page.

R

Figure 104 User Created Folders - New Activity wizard

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Considerations and limitations Activities can process folders that a user creates at the root of the mailbox, and can process any subfolders below that top-level user-created folder.

Activities cannot process folders that a user creates as subfolders under a standard mailbox folder.

Example 1: Assume an Outlook user creates a folder called My Project under Mailbox - at the same level as standard Outlook folders. Activities will be able to process the My Project folder as a user-created folder.

Example 2: Assume an Outlook user creates a folder called My Project as a subfolder under the standard Inbox folder. Activities will not be able to process the My Project folder as a user-created folder.

Procedure Specify user created folders to process:

1. Select one of the following options:

Include all user created folders

Exclude all user created folders

Include specified user created folders

Type the name of the user created folder, then click Add. Repeat for each folder you want to add. Click Next.

In the left column, the User Created Folders checkbox is selected automatically to indicate that you completed that step.

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Dates This section is organized as follows:

Introduction on page 518

Procedure on page 519

Processing items based on their age on page 520

Effect of Use all option on deletion of recurring calendar items on page 521

Introduction Use the Dates page of the New Activity wizard to select the dates to use for the activity.

Refer to Summary of New Activity wizard pages for email activities on page 480 for a list of activities that make use of the Dates page.

Note: For the Delete - User Initiated Delete activity, specify dates using the Archive deletion eligibility period option in the Global Settings dialog box. Refer to Editing global settings for applications and Web services on page 231 in Chapter 8, Configuring Applications and Web Services.

Figure 105 Dates - New Activity wizard

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For Archive activities, if you selected the Reprocess items option on the Item Types page, then the Dates page displays an additional option: Archived date. The Archived date option is available for Archive - Historical and Archive - UDA Archive for Domino and Exchange. Refer to Item Types on page 505 for information on the Reprocess items option.

Figure 106 Dates - Archive activities - Archived date

Procedure Specify the date range and date property of items to process:

1. Select one of the following options:

Use all

If you select this option, then the options in the Based upon section become unavailable.

Refer to Effect of Use all option on deletion of recurring calendar items on page 521.

Dated

a. In the first field, select one of the following options: after, before (default), or between.

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b. In the first date field, click the dropdown arrow, then select a date from the calendar (default = today). For the between option, this date is the start of the date range.

c. For the between option, specify the end of the date range in the second date field.

Aged

Refer to Processing items based on their age on page 520.

2. If you selected the Dated option or the Aged option, select one of the following options to specify which date property to use:

Received date

Modified date

Archived date (available for Archive activities if you selected the Reprocess items option on the Item Types page)

3. Click Next.

In the left column, the Dates checkbox is selected automatically to indicate that you completed that step.

Processing items based on their age To process items based on their age refer to the following information.

Older than/Newer than To process items based on their age:

1. Select Aged.

2. Select one of the following options in the first field.

Older than

Newer than

3. Specify the amount of time in the second field.

4. Select the unit of time in the third field.

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Between To process items based on their age, using a sliding date range:

1. Select Aged.

2. Select Between in the first field.

3. To specify the start of the age range:

a. Specify the amount of time in the second field.

b. Select the unit of time in the third field.

4. To specify the end of the age range:

a. Specify the amount of time in the fourth field.

b. Select the unit of time in the fifth field.

Effect of Use all option on deletion of recurring calendar items A Delete activity that uses the Use all date option will remove recurring calendar items, because the date is not used as part of the selection criteria. This works as designed and is expected behavior.

To prevent recurring calendar items from being deleted, specify a date before today's date.

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Attachments Filter This section is organized as follows:

Introduction on page 522

Procedure on page 523

Introduction Use the Attachments Filter page of the New Activity wizard to select the kinds of attachments to filter for the activity.

Refer to Summary of New Activity wizard pages for email activities on page 480 for a list of activities that make use of the Attachments Filter page.

Figure 107 Attachments Filter - New Activity wizard

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Procedure 1. To specify the file extensions of attachments to exclude from processing:

a. Type the file extension you want to exclude (for example, .txt).

b. Click Add.

2. To process only those items that have attachments, select the Only items with attachments option. The Only items with attachments option is only displayed on the Attachments Filter page for the following activities that create shortcuts:

Migrate - Microsoft Outlook PST

Shortcut - Historical

Shortcut - Microsoft Exchange Public Folder

Shortcut - User Directed Archive

You can process message attachments differently by using, or not using, this option:

To shortcut all attachments, select the Only items with attachments option.

To shortcut all attachments with some exceptions, select the Only items with attachments option and enter those attachment file extensions (such as PDF) to be excluded in the Enter attachment file extensions to exclude area on this page.

To not shortcut any attachments, select nothing on the Attachments Filter page.

3. Click Next.

In the left column, the Attachments Filter checkbox is selected automatically to indicate that you completed that step.

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Message Types Filter This section is organized as follows:

Introduction on page 524

Procedure on page 524

Introduction Use the Message Types Filter page of the New Activity wizard to specify the message types to include or exclude from processing.

Refer to Summary of New Activity wizard pages for email activities on page 480 for a list of activities that make use of the Message Types Filter page.

Figure 108 Message Types Filter - New Activity wizard

Procedure Specify message types to include or exclude from processing:

1. In the dropdown list, select one of the following options:

Include

Exclude (default)

2. Enter the message type (IPM. message class). Refer to Table 61 on page 525 for a list of message classes.

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3. Click Next.

In the left column, the Message Types Filter checkbox is selected automatically to indicate that you completed that step.

Table 61 Message classes (IPM.)

Message Class Description (item type)

ipm.activity Activity

ipm.appointment Appointment

ipm.contact Contact

ipm.document Document

ipm.note Note

ipm.post Post

ipm.schedule Schedule

ipm.stickynote Sticky note

ipm.task Task

ipm.taskrequest Task request

report.ipm.note Other type of report

report.ipm.note.dr Delivery report

report.ipm.note.ipnrn Read receipt report

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Properties This section is organized as follows:

Introduction on page 526

Procedure on page 527

Introduction Use the Properties page of the New Activity wizard to specify the settings and folders for user-directed archiving.

Refer to Summary of New Activity wizard pages for email activities on page 480 for a list of activities that make use of the Properties page.

Note: Before creating UDA activities, refer to Chapter 22, User-Directed Archiving (UDA) Activities, for prerequisites.

Figure 109 Properties - New Activity wizard

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Procedure Specify the settings and folders for user-directed archiving:

1. In the Archive type field, select the type of user-directed archive you want to create:

Community - Users can see other users mail in these UDA folders. Use for collaboration and sharing.

Personal - Users can see only their own mail in these UDA folders. Use for non-compliant mail.

2. Do one of the following steps:

To create a parent folder in the users mailbox in which to place the UDA folders:

a. Select the Parent Folder Required checkbox (default).

b. In the Parent Folder field, type or select a name for the parent folder. The default name is User Archive Folders. The maximum number of characters is 64.

Names that you type are added to the dropdown list, so that you can select them when you create other UDA activities later.

To create the UDA folders without creating a parent folder, clear the Parent Folder Required checkbox.

3. In the Mapped Folders list, select the folders in which to archive user-directed items.

The Mapped Folders list displays only those folders that match the archive type you selected in Step 1.

The UDA Archive activity will create folders of the same names in the mailboxes of the users you selected in the Select Data Sources page earlier in the New Activity wizard. These users must have Contributor permission on the folders that you select in the Mapped Folders list. Refer to Chapter 6, Configuring Mapped Folders, for details on folder types and assigning users and permissions to folders.

4. Click Next.

In the left column, the Properties checkbox is selected automatically to indicate that you completed that step.

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Message Size Filter This section is organized as follows:

Introduction on page 528

Procedure on page 529

Introduction Use the Message Size Filter page of the New Activity wizard to specify the minimum size and maximum size of messages to process using the activity.

Refer to Summary of New Activity wizard pages for email activities on page 480 for a list of activities that make use of the Message Size Filter page.

Note: For Domino or Notes, filtering messages based on size is approximate, not exact. The size calculation could vary by a few kilobytes (KB), especially for a Delete activity.

Figure 110 Message Size Filter - New Activity wizard

For Domino, the Message Size Filter page includes the following information: Note: The message sizes are approximate and could vary by a few kilobytes.

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Procedure Specify the minimum size and maximum size of messages to process:

1. To specify a minimum message size, enter a value in the Include messages that are greater than _KB field (default = 0):

2. To specify a maximum message size:

a. Select the Include messages that are less than _MB checkbox.

b. Enter a value in KB.

3. Click Next.

In the left column, the Message Size Filter checkbox is selected automatically to indicate that you completed that step.

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Mapped Folder(s) Use the Mapped Folder or Mapped Folders page to select the mapped folders used by an activity.

This section is organized as follows:

Introduction to using the Mapped Folder(s) pages on page 530

Mapped Folders page for Shortcut - Historical activity on page 531

Mapped Folders page for Shortcut - Microsoft Exchange Public Folder activity on page 535

Using the Mapped Folder Selection dialog on page 534

Mapped Folder page for Migrate - Microsoft Office Outlook PST activity on page 537

Mapped Folders page for Delete - User Initiated Delete activity on page 538

Refer to Summary of New Activity wizard pages for email activities on page 480 for a list of activities that make use of the Mapped Folder or Mapped Folders page (listed together as the Mapped Folder(s) page in the documentation).

Introduction to using the Mapped Folder(s) pages One of several Mapped Folder(s) pages displays, depending on the activity being created or modified:

Each of these pages is described in one of the following topics:

For Shortcut - Historical activities, refer to Mapped Folders page for Shortcut - Historical activity on page 531.

For Shortcut - Microsoft Exchange Public Folder activities, refer to Mapped Folders page for Shortcut - Microsoft Exchange Public Folder activity on page 535.

For Migrate - Microsoft Office Outlook PST activities, refer to Mapped Folder page for Migrate - Microsoft Office Outlook PST activity on page 537.

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For Delete - User Initiated Delete activities, refer to Mapped Folders page for Delete - User Initiated Delete activity on page 538.

Refer to Chapter 6, Configuring Mapped Folders, for how to create mapped folders.

Mapped Folders page for Shortcut - Historical activity Use the Mapped Folders page for the Shortcut - Historical activity to specify in which mapped folders to look for the archived messages to be shortcut. In some cases, you can also specify the mapped folder to archive messages that have not already been archived prior to their being shortcut. This page is also used by the Shortcut - Microsoft Exchange Public Folder activity.

This page has been enhanced with EMC SourceOne Email Management 6.8 SP1. Refer to Enhancements to the Mapped Folders page in version 6.8 SP1 on page 539 for a description of the changes.

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Figure 111 Mapped Folders page for Historical and Public Folder Shortcut activities

To use the Mapped Folders page when creating an activity, do the following:

1. Add one or more mapped folders in which to search for the archived messages to be shortcut by clicking Add.

The Mapped Folder Selection dialog displays. Refer to Using the Mapped Folder Selection dialog on page 534 for how to use this dialog to add a mapped folder.

2. If necessary, modify the list of mapped folders. The list of mapped folders will be processed by the activity from the top to the bottom.

To change the order of processing, select the mapped folder to reorder in the list, and then click the up or down arrow to the right of the list to move the mapped folder higher or lower in the list.

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To remove a mapped folder from the list, select the mapped folder, and click Remove.

3. If the Process only previously archived items option was not selected on the Item Types page, use the lower mapped folder area on the Mapped Folders page to select the mapped folder where messages should be archived that have not already been archived.

If the Process only previously archived items option was selected on the Item Types page, the lower mapped folder area is not valid and so is not displayed on the Mapped Folders page.

4. Click Next when done.

In the left column, the Mapped Folders checkbox is selected automatically to indicate that you completed that step.

The Shortcut Options page displays if Exchange content is being shortcut.

The Schedule page displays if non-Exchange content is being shortcut.

Note: For User Delete to work on mail items shortcut using the Shortcut - Historical activity, you must select a Personal or Community mapped folder on the Mapped Folder page of the Activity wizard.

Note: Select Organization folders for Shortcut - Historical activities if you do not want to allow users to delete the archived mail items.

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Using the Mapped Folder Selection dialog Use the Mapped Folder Selection dialog to select one or more mapped folders to add to the list of mapped folders.

Figure 112 Mapped Folder Selection dialog

1. In the Mapped Folder Selection dialog, select the checkbox next to the one or more mapped folders in which the activity should look for archived messages to be shortcut.

To select all mapped folders in the list, click Select All.

2. When complete, click OK. The Mapped Folder Selection dialog exits and the updated list is displayed on the Mapped Folders page. To exit the dialog without making any changes, click Cancel.

The Mapped Folder Selection dialog is launched by the Mapped Folders page of the Shortcut - Historical or the Shortcut - Microsoft Exchange Public Folder activity. Refer to the following topics for more information:

Mapped Folders page for Shortcut - Historical activity on page 531

Mapped Folders page for Shortcut - Microsoft Exchange Public Folder activity on page 535

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Mapped Folders page for Shortcut - Microsoft Exchange Public Folder activity Use the Mapped Folders page for the Shortcut - Microsoft Exchange Public Folder activity to specify in which mapped folders to look for the archived messages to be shortcut. In some cases, you can also specify the mapped folder to archive messages that have not already been archived prior to their being shortcut. This page is also used by the Shortcut - Historical activity.

This page has been enhanced with EMC SourceOne Email Management 6.8 SP1. Refer to Enhancements to the Mapped Folders page in version 6.8 SP1 on page 539 for a description of the changes.

Figure 113 Mapped Folders page for Historical and Public Folder Shortcut activities

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To use the Mapped Folders page when creating an activity, do the following:

1. Add one or more mapped folders in which to search for the archived messages to be shortcut by clicking Add. The Mapped Folder Selection dialog displays. Refer to Using the Mapped Folder Selection dialog on page 534 for how to use this dialog to add a mapped folder.

2. If necessary, modify the list of mapped folders you created. The list of mapped folders will be processed by the activity from the top to the bottom.

To change the order of processing, select the mapped folder you want to reorder in the list, and then click the up or down arrow to the right of the list to move the mapped folder up or down in the list.

To remove a mapped folder from the list, select the mapped folder, and click Remove.

3. If the Process only previously archived items option was not selected on the Item Types page, use the lower mapped folder area on the Mapped Folders page to select the mapped folder where messages should be archived that have not already been archived.

If the Process only previously archived items option was selected on the Item Types page, the lower mapped folder area is not valid and so is not displayed on the Mapped Folders page.

4. Click Next when done.

In the left column, the Mapped Folders checkbox is selected automatically to indicate that you completed that step and the Shortcut Options page displays.

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Mapped Folder page for Migrate - Microsoft Office Outlook PST activity Use the Mapped Folder page for the Migrate - Microsoft Office Outlook PST activity to specify into which mapped folder to archive messages that have been shortcut from the PST file as follows:

Figure 114 Mapped Folder - Migrate - Microsoft Office Outlook PST activity

1. Select the one mapped folder from those listed.

2. Click Next.

In the left column, the Mapped Folder checkbox is selected automatically to indicate that you completed that step.

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Mapped Folders page for Delete - User Initiated Delete activity You use the Mapped Folders page with the Delete - User Initiated Delete activity to specify one or more Personal or Community mapped folders from which to delete messages, based on the delete requests in user mailboxes.

Use the Mapped Folders page as follows:

1. On the Mapped Folders page, select one or more Personal or Community mapped folders; only these types of mapped folders are listed.

Figure 115 Mapped Folders - Delete-User Initiated Delete activity

2. Click Next.

In the left column, the Mapped Folders checkbox is selected automatically to indicate that you completed that step.

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Enhancements to the Mapped Folders page in version 6.8 SP1 The Mapped Folders page used by the Shortcut - Historical and Shortcut - Microsoft Exchange Public Folder activities has been changed to allow the EMC SourceOne console user to specify multiple mapped folders in which to attempt to locate the message to be shortcut and if the message is not found, to archive it in another specified mapped folder.

These changes are described in the following sections:

Overview of Mapped Folders page changes on page 539

Impact of change on existing activities that use the Mapped Folders page on page 540

Overview of Mapped Folders page changes The following are the changes made to the Mapped Folders page with the release of EMC SourceOne Email Management 6.8 SP1:

Changing the name of the page from Mapped Folder to Mapped Folders since more than one mapped folder can now be selected.

Adding the ability to specify in which mapped folders to find archived messages to be shortcut.

Allowing users to specify multiple mapped folders in which to find messages to shortcut means that the shortcut activity will not have to be run multiple times to specify each mapped folder separately.

Adding the ability to specify in what order the mapped folders should be searched for messages to be shortcut. Administrators can use this ordering capability to optimize the performance of the activity by first searching the mapped folders that are most likely to contain the messages to be shortcut.

Adding the ability to specify in which mapped folder to archive messages that are not already archived, and to shortcut those messages. This capability is only present when the Process only previously archived items option is not selected on the Item Types page for the shortcut activity.

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Impact of change on existing activities that use the Mapped Folders page Only the Mapped Folders page used by the Shortcut - Historical and Shortcut - Microsoft Exchange Public Folder activities has been changed to allow the EMC SourceOne console user to specify multiple mapped folders in which to attempt to locate the message to be shortcut and if the message is not found to archive it in another specified mapped folder.

Existing activities defined prior to EMC SourceOne Email Management 6.8 SP1, will continue to function as before.

If you edit an existing Shortcut - Historical or Shortcut - Microsoft Exchange Public Folder, the mapped folder you selected on the old Mapped Folder page will be displayed in the bottom field on the Mapped Folders page under the caption Select the mapped folder in which to archives messages that are not already archived.

These changes have also resulted in an improvement in the ability to shortcut journaled messages as described in the section Improvements in using Shortcut - Historical activity to shortcut journaled content in Chapter 18, Shortcut Activities.

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Shortcut Options This section is organized as follows:

Introduction on page 541

Procedure on page 542

Introduction Use the Shortcut Options page of the New Activity wizard to specify options for Exchange shortcuts.

Refer to Summary of New Activity wizard pages for email activities on page 480 for a list of activities that make use of the Shortcut Options page.

Note: Before creating Shortcut activities, refer to Chapter 18, Shortcut Activities, for prerequisites. Refer to Chapter 11, Common and Email-specific Best Practices,for information on how best to deploy shortcuts in an organization.

Figure 116 Shortcut Options - New Activity wizard

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Procedure Specify options for shortcutting messages:

1. In the Shortcut Language field, select the appropriate language for the replacement text that will display in shortcut stubs. (For more information about replacement text, refer to Chapter 18, Shortcut Activities.)

2. To shortcut message bodies, select the Include message body checkbox.

Note: This option applies to email message types only. By design for calendar items, inline attachments and bodies are not shortcut, but attachments are shortcut.

3. To shortcut inline images, select the Shortcut inline images greater than _KB checkbox, then enter a threshold value for image size.

4. (For the Update Shortcuts - Historical & User Directed Archive activity only) To update EmailXtender 4.x shortcuts, select the Update EmailXtender 4.x shortcuts checkbox

5. Click Next.

In the left column, the Shortcut Options checkbox is checked automatically to indicate that you completed that step.

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Post Processing This section is organized as follows:

Introduction on page 543

Procedure on page 544

Introduction Use the Post Processing page of the New Activity wizard to specify the actions to perform on PST files or NSF files after archiving or shortcutting:

The Post Processing page appears for the following activity types:

Archive - Personal Mail Files

Migrate - Microsoft Office Outlook PST

Figure 117 Post Processing - New Activity wizard

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Procedure Specify the actions to perform on PST files or NSF files after archiving or shortcutting:

1. Select one of the following options:

Delete files - If you select this option, then a warning message appears: Not all data may be archived because this activity does not support all item types supported by mail files. This activity only processes email messages, so deleting the PST or NSF file could result in the loss of any other data types in the mail file.

Keep files

2. If you selected the Keep files option:

a. To specify the destination of the PST files or NSF files, do one of the following steps:

To move the files to another location, select the Move to the following location checkbox, click the Browse button, and specify the location.

To keep the files in their current location, clear the Move to the following location checkbox (default).

b. To specify whether or not the files should be read-only, do one of the following steps:

To make the files read-only, select the Mark read-only checkbox.

To retain the current permissions on the files, clear the Mark read-only checkbox (default).

3. Click Next.

In the left column, the Post Processing checkbox is checked automatically to indicate that you completed that step.

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Business Components This section is organized as follows:

Introduction on page 545

Procedure on page 546

Specify Filtering Rules on page 547

Introduction Use the Business Components page of the New Activity wizard to select the business components, such as the Address Rules business component, to use to process content, and specify the order in which to use those components.

When multiple business components are configured as part of an activity, the order in which those business components process content is displayed on the activity summary page.

Refer to Summary of New Activity wizard pages for email activities on page 480 for a list of activities that make use of the Business Components page.

Figure 118 Business Components - New Activity wizard

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Procedure Select the components you want to use to process content, and specify the order in which to use those components:

1. Select the business components you want to use for this activity.

The available components depend on the type of activity you selected and on which components you have registered. The Address Rules component is always registered.

2. Clear the checkboxes of the components you do not want to use for this activity.

3. Specify the sequence in which you want the selected business components to be used. Select a component, then click the up arrow button or down arrow button to move the component in the list.

4. Click Next.

In the left pane:

The Business Components checkbox is selected automatically to indicate that you completed that step.

The list updates to display a checkbox for each component you selected.

5. Continue to the appropriate topics, depending on the components you selected:

Specify Filtering Rules on page 547

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Specify Filtering Rules If you selected Address Rules in the Select Components page of the New Activity wizard, then the Specify Filtering Rules page appears.

Figure 119 Specify Filtering Rules - New Activity wizard

For User Delete to work on mail items archived using the Journal, Archive-Historical, or Archive-Personal Mail Files activities, you must select Personal or Community mapped folders as targets for the Copy messages that do not match any rule option on the Specify Filtering Rules page and in the Rule wizard.

Note: Use Organization folders for these activities to not allow users to delete the archived mail items.

For more information about User Delete, refer to Chapter 24, Configuring User Delete.

For more information about the Rule wizard, refer to Chapter 23, Using Email Management Rules.

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Delete Options This section is organized as follows:

Introduction on page 548

Procedure on page 549

Introduction Use the Delete Options page to determine how content that has not been archived is handled during the processing of the delete activity:

If you select the Verify archive before delete option, and the Delete activity encounters content that has not been archived, then the activity does not delete the message and does not archive the message.

If you do not select the Verify archive before delete option, and the Delete activity encounters content that has not been archived, the content is deleted without being first archived.

The Delete Options page appears for the following activities:

Delete - Historical

Delete - Microsoft Exchange Public Folder

Delete - User Directed Archive

Figure 120 Delete Options - New Activity wizard

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Note: Both Exchange and Domino support deleting recurring calendar items that are out of date.

Procedure Specify whether or not to verify archival before deleting messages:

1. Do one of the following steps:

To verify archival, select Verify archive before delete.

To delete messages without verifying whether they have been archived, clear Verify archive before delete.

2. Click Next.

In the left column, the Delete Options checkbox is checked automatically to indicate that you completed that step.

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Schedule This section is organized as follows:

Introduction on page 550

Considerations for rescheduling activities on page 550

Other considerations on page 551

Procedure: Scheduling an activity on page 551

Introduction Use the Schedule page of the New Activity wizard to schedule the activity. The Schedule page appears for all activity types, except the Journal activity.

Figure 121 Schedule - Recur Once - New Activity wizard

Considerations for rescheduling activities When you reschedule an activity that runs according to a specified recurring schedule (as specified using the Recurrence pattern option on the Schedule page) or when you edit a Journal activity (that automatically runs on a daily basis), the scheduling of those activities changes as follows:

For all activities except Journal:

If the schedule for an activity is changed by the user, that activity will then run at the newly scheduled time, which may result in the activity running later the same day.

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Note: If the activity has parent jobs that are currently running, then the changes to the schedule will not take effect until the following day.

For Journal activities only:

Journal activities cannot be scheduled by the user. The schedule for a Journal activity parent job is reset whenever the Journal activity is changed to be the time of day that the Journal activity was last edited. The child jobs that perform the journaling will continue to run.

Note: If the activity has parent jobs that are currently running, then the changes to the schedule will not take effect until the following day.

If rules used by the Journal activity are changed, the modified rules will be used by any new child jobs created by the Journal parent job. This means that the modified rules associated with a Journal activity will be used when the next Journal child job executes.

Other considerations Avoid scheduling Delete - User Initiated Delete activities when other activities are scheduled, or when data is being disposed from the Native Archive.

Procedure: Scheduling an activity Specify the schedule on which to run the activity:

1. In the Start Date field, select the date on which the activity should start. Click the dropdown arrow, then select the start date from the calendar.

2. In the Start Time field, select the time at which the activity should start. Click the dropdown arrow, then select one of the following options:

To start the activity as soon as possible, select As soon as possible (default).

To specify a time, select the time from the list.

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3. In the Duration field, select one of the following options:

Select the number of hours the activity is allowed to run (default = 1 hour).

Select 1 day.

Select Run to completion.

4. In the Recurrence Pattern area, specify one of the following intervals:

To specify a one-time occurrence.

a. Select Once (default).

Journal activities with an occurrence of Once generate child jobs that run every 5 minutes, which is normal behavior.

b. Click Next.

To specify a daily occurrence:

a. Select Daily from the dropdown list.

b. Select Every_day(s). Specify the number of days between occurrences of the activity (default = 1 day).

Note: The Every weekday option that was available in EMC SourceOne 6.5 has been removed. To run the activity on weekdays, specify a Weekly occurrence and select only weekdays.

Figure 122 Schedule - Recur Daily - New Activity wizard

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To specify a weekly occurrence:

a. Select Weekly from the dropdown list.

b. In the Every _week(s) on field, specify the number of weeks between occurrences.

c. To specify the day of the week on which the activity should occur, select one or more check boxes.

Figure 123 Schedule - Recur Weekly - New Activity wizard

To specify a monthly occurrence:

a. Select Monthly from the dropdown list.

b. Do one of the following steps:

Select the Day_of every_month(s). In the first field, specify the day of the month on which you want the activity to occur. Valid values are 1 through 31. In the second field, select the number of months between occurrences. Valid values are 1, 2, 3, 4, 6, and 12.

Select The _ _of every_month(s). In the first field, select the week (first, second, third, fourth, or last). In the second field, select the day of the week. In the third field, specify the number of months between occurrences. Valid values are 1, 2, 3, 4, 6, and 12.

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Figure 124 Schedule - Recur Monthly - New Activity wizard

5. In the Range of recurrence area, select one of the following options:

No end date - The activity will first occur on the start date and time you specified. The activity will reoccur according to the information you specified in the Recurrence area.

End by - The activity will first occur on the start date and time you specified. The activity will reoccur according to the information you specified in the Recurrence Pattern area, until the end date you specify in this option. Click the dropdown arrow, then select an end date from the calendar.

6. Click Next.

In the left column, the Schedule checkbox is automatically selected to indicate that you completed that step.

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Activity Name Use the Activity Name page of the New Activity wizard to select a name and possibly detailed logging for an activity. The Activity Name page appears for all activity types.

Figure 125 Activity Name - New Activity wizard

Specify a name for the activity:

1. In the Name field, enter a name for the new activity.

2. (Not available for Journal activities.) To collect detailed information on message processing by activities, select the Enabled Detailed Logging check box.

Refer to Chapter 12, Using Job Logs, for more information about job logging.

3. Click Finish.

The results pane lists the new activity below the policy to which it belongs.

The status of the new activity is Active.

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Editing activities in an organizational policy You cannot edit the Activity Type or Activity Name properties. To edit other properties of an activity:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies area:

a. Expand the organizational policy that contains the activity you want to edit.

b. Select the activity you want to edit.

3. To edit a specific property:

a. Click the link for that property in the activity summary. A dialog box opens, which corresponds to the page in the New Activity wizard that contains the property.

Figure 126 Activity summary example

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b. Edit the property, as described in the topic for the corresponding New Activity wizard page. If the displayed page has dependencies on another page in the activity, a Next button is displayed at the bottom of the page.

c. Click Next and make any other required changes on the page that is displayed.

4. To review all properties using the Edit Activity wizard:

a. Select Action > Edit Activity.

The Edit Activity wizard starts.

b. Click Next until you reach the page containing the property that you want to edit.

c. Edit the property, as described in the topic for the corresponding New Activity wizard page.

d. Click Next until you reach the last page of the Edit Activity wizard, then click Finish.

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Controlling activities You can control an activity and its jobs by using the Stop, Pause, and Resume actions.

The action applied to an activity also applies to the activitys jobs. To control multiple jobs, control the activity associated with those jobs.

The status of an activity is derived from the status of the activitys jobs. For example, if any jobs associated with a run once activity fail, then the status of the activity will be shown as failed.

Refer to:

About activity status and actions on page 558

Pausing activities on page 561

Stopping activities on page 561

About activity status and actions The actions available for each activity status depend on the recurrence pattern specified in the activitys schedule:

Once - Run once on page 559

Daily, Weekly, or Monthly - Periodic on page 560

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Run once Figure 127 shows the actions for a run-once activity.

Figure 127 Activity actions and status - run once

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Periodic Figure 128 shows the actions for a periodic activity.

Figure 128 Activity actions and status - periodic

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Pausing activities To pause an activity in an organizational policy:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies area:

a. Expand the organizational policy that contains the activity you want to pause.

b. Select the activity.

3. Select Action > Pause.

In the Organizational Policies area, the status of the activity changes from Active to Paused.

Resuming paused activities To resume a paused activity:

1. Select the activity.

2. Select Action > Resume.

Stopping activities To stop an activity in an organizational policy:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies area:

a. Expand the organizational policy that contains the activity you want to stop.

b. Select the activity.

3. Select Action > Stop.

In the Organizational Policies area, the status of the activity changes from Active to User Terminated.

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You can resume a User Terminated activity if the activity has a periodic schedule:

1. Select the activity.

2. Select Action > Resume.

Deleting activities from an organizational policy To delete an activity:

1. In the EMC SourceOne console, select the Organizational Policies node.

2. In the Organizational Policies area, select the activity you want to delete.

3. Select Action > Delete Activity.

4. At the Are you sure you want to delete the selected activity? prompt, click Yes.

PST and NSF Processing Activities 563

17

Describes how to perform processing activities for Exchange PST files and Domino NSF files using EMC SourceOne, and is organized as follows:

PST processing activities ................................................................. 564 NSF processing activities ................................................................ 591

PST and NSF Processing Activities

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PST processing activities Describes how to process groups of Exchange PST files and is organized as follows:

Introduction to PST activities on page 564

Viewing list of PST groups on page 567

Refreshing a PST group view on page 568

Viewing list of source computers in a PST group on page 568

Viewing list of PST files in a PST group on page 569

Adjusting PST list when display limit is reached on page 570

Customizing the view for PST groups on page 570

Adding a PST group on page 577

Deleting a PST group on page 578

Viewing and editing properties of a PST group on page 578

Managing source computers and shares in a PST group on page 579

Managing PST files in a PST group on page 586

If you are processing PST files in a multiple forest Active Directory environment, you may need to perform the additional configuration tasks described in Chapter 2, Planning and Initializing Content Processing.

Introduction to PST activities This section describes PST file groups and how you use them to prepare for PST activities. Refer to:

What are PST groups? on page 565

Checklist: PST management on page 565

How ownership is determined for PST files on page 566

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What are PST groups? Use PST groups to organize and simplify the management of source computers and PST files in preparation for PST activities. You can:

Search for source computers based on an LDAP query and add the results to a PST group.

Browse for source computers and shares and add the results to a PST group.

Manually remove source computers and shares from a PST group.

Inspect the status of source computers since the last processing occurred.

Use PST groups as input to PST activities.

List the PST files discovered in a Find - Microsoft Office Outlook PST activity.

Remove individual PST files from the PST group.

Checklist: PST management To manage PST files, follow the steps in this checklist:

Table 62 Checklist: Managing PST files

Step Action Refer to

1 Create PST groups. Adding a PST group on page 577

2 Specify source computers or shares. Adding a source computer or share to a PST group on page 579

3 Do one or both of the following steps: Create a Find - Microsoft Office Outlook PST activity to

search for PST files on source computers in specified PST groups.

Add PST files manually to PST groups.

Chapter 16, Configuring Email Management Activities Adding a PST file to a PST group on page 586

4 Perform actions on the discovered PST files, if necessary: Assign owner Specify password for password-protected PSTs

Assigning an owner to a PST file on page 588 Specifying the password for a password-protected

PST file on page 590

5 Remove the PST files that you do not want to process. Removing a source computer from a PST group on page 582

Removing a PST File from a PST group on page 587

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How ownership is determined for PST files When you discover PST files using the Find - Microsoft Office Outlook PST activity, EMC SourceOne attempts to automatically assign an owner to the PST files located.

The following is the method EMC SourceOne uses to assign an owner to a PST file after the PST file has been located:

1. EMC SourceOne determines if a Sent Items folder is present in the PST file. This folder can be the folder created by Outlook or a folder created by the user with any of the following names:

Sent Items (English)

lments envoys (French)

Gesendete Objekte (German)

invia mail (Italian)

Elementos enviados (Spanish)

2. If the Sent Items folder (or one of the previously listed language variants) is present, EMC SourceOne determines which email address sent most of the messages found in this folder and marks this email address as being the owner of the PST file.

3. If the Sent Items folder is not found, EMC SourceOne attempts to determine the owner by evaluating the folder path in which the PST file was located as follows:

a. EMC SourceOne evaluates the folder path in which the PST file was located to determine if it contains the following string:

\Documents and Settings\user-name\file-name.pst

Note: This parsing will only function correctly if the folder string Documents and Settings is spelled correctly in English, although the string is not case-sensitive.

6 Set states of source computers to indicate which PST files to process, if necessary.

Changing the state of a source computer on page 584

7 Create an Archive - Personal Mail Files activity to archive PSTs or a Migrate - Microsoft Office Outlook PST activity to shortcut PSTs.

Chapter 16, Configuring Email Management Activities

Table 62 Checklist: Managing PST files (continued)

Step Action Refer to

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The folder path does not have to indicate the Microsoft Windows Documents and Settings folder. The PST files could also be located in a subdirectory of a network share with that same name, such as the following, and still be processed correctly:

\\corpshare\users\documents and settings\jsmith\archive1.pst \\corpshare\users\documents and settings\mjones\myemail.pst

b. If the Documents and Settings folder path is found, EMC SourceOne searches the Active Directory for the user-name portion of the path.

c. If the user-name string matches a user in Active Directory, EMC SourceOne marks that user as the owner of the PST file.

If EMC SourceOne cannot determine an owner for a PST file using this method, you must manually assign an owner. Assigning an owner to a PST file on page 588 describes how to manually assign an owner to a PST file.

Viewing list of PST groups This section provides an overview of the PST Groups area. To create a PST group, refer to Adding a PST group on page 577.

To view a list of existing PST groups (if any), in the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

Figure 129 PST groups

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You can add and remove columns, as described in Adding or removing columns on page 571.

Refer to the following topics:

Refreshing a PST group view on page 568

Viewing list of source computers in a PST group on page 568

Viewing list of PST files in a PST group on page 569

Customizing the view for PST groups on page 570

Refreshing a PST group view To update the list of PST management groups and view the latest changes, press F5 or click Refresh. The list may take a few moments to refresh.

Viewing list of source computers in a PST group To view the list of source computers in a PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groupsnode.

2. In the PST Groups list, select a group.

3. Select the Source Computers tab.

Figure 130 Source Computers tab

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To add PST groups, refer to Adding a PST group on page 577.

To add source computers, refer to Adding a source computer or share to a PST group on page 579.

To add PST files, refer to Adding a PST file to a PST group on page 586.

Viewing list of PST files in a PST group To view the list of PST files in a PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select a group.

3. Select the PST Items tab.

Figure 131 PST Items tab

You can add and remove columns, as described in Adding or removing columns on page 571.

To add PST files, refer to Adding a PST file to a PST group on page 586.

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Adjusting PST list when display limit is reached By default, up to 1,000 PST files are displayed in the PST Items tab.

If the number of PST files exceeds the maximum rows specified for the PST Items tab, the following message and links appears at the top of the PST list:

Figure 132 PST Items tab - links to properties and filter

To change the maximum number of PST files displayed, click the maximum number of rows link, and refer to Specifying maximum number of PST files to display on page 570.

To filter the PST list, click the filter link, and refer to Filtering the PST list on page 573.

Customizing the view for PST groups To customize the view for PST groups, refer to the following topics:

Specifying maximum number of PST files to display on page 570

Adding or removing columns on page 571

Changing the order of columns on page 572

Changing sort order in a column on page 572

Grouping by column on page 572

Filtering the PST list on page 573

Specifying maximum number of PST files to display The default maximum number of PST files to display in the PST Items tab is 1,000.

To change the maximum:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. Select a group.

3. Select the PST Items tab.

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4. Select any item in the list. If there are no items, populate the list as described in Adding a PST file to a PST group on page 586.

5. Select Action > Maximum Rows Displayed.

Figure 133 Maximum Rows Displayed dialog box

6. Enter the maximum number of rows to display, in the range 1 to 99,999.

7. Click OK.

Adding or removing columns To add or remove columns:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the center pane, do one of the following steps:

To add or remove columns from the PST Groups list, select any group in the list.

To add or move columns from the Source Computers tab, select any source computer in the list.

To add or remove columns from the PST Items tab, select any PST in the list.

3. Select Action > View > Add/Remove Columns.

The appropriate Choose Columns dialog box opens.

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Figure 134 Choose Columns dialog box - PST Items

Changing the order of columns To change the order of columns:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. Drag the column header left or right to a new location. Red arrows indicate where you can drop the column header.

Changing sort order in a column The direction of the triangle in a column header indicates the direction of sort for that column:

Up = Ascending (alphabetical)

Down = Descending

To toggle between ascending and descending sort order in a column:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. Click on the header of the column you want to toggle.

Grouping by column In the Source Computers tab or the PST Items tab, you can organize the display of source computers or PST files based on a specific column.

To group source computers or PST files by column:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groupsnode.

2. Select a group.

3. Select the Source Computers tab or the PST Items tab.

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4. Select Action > Enable Grouping.

5. Drag-and-drop the column to the indicated area above the source computers list or PST list.

Figure 135 Group by column prompt

The source computers or PST files are now grouped under expandable rows, similar to a tree pane.

Filtering the PST list To refine the PST list displayed in the PST Items tab, you can create a filter.

To filter the list of PST files:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. Select a group.

3. Select the PST Items tab.

4. Select Action > Filter.

The Filter dialog box opens.

Figure 136 Filter dialog box

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5. In the Column field, select the name of the column on which you want to filter.

6. In the Condition field, select the condition to apply to the columns values.

The conditions depend on the data type of the column you selected in step 5. Refer to:

Specifying conditions for string data on page 575

Specifying conditions for boolean data on page 575

Specifying conditions for states on page 575

Specifying conditions for time data on page 576

7. In the Value field, enter a value appropriate for the column and the condition.

Depending on the condition you selected in step 6, the Value field may not be available.

8. Click Add.

The new criterion appears in the list.

9. To add another criterion to the list, repeat step 5 through step 8.

Each line in the filter is ANDed with the other lines.

You can use the same column more than once in a filter. For example, you could use the Last Processed column twice to specify a date-time range. Refer to Between two dates on page 576.

10. To remove entries from the criteria list, do one of the following steps:

Click Clear All.

Select the line in the list that you want to remove, then click Remove.

11. To edit a selected entry in the filter:

a. Select the entry in the criteria list.

b. Click Edit. The Edit Filter Criteria dialog displays. Modify the appropriate portion of the filter entry and click OK.

12. Click OK to close the Filter dialog box.

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Specifying conditions for string data Table 63 on page 575 describes the possible conditions available for columns that display string data.

Specifying conditions for boolean data For Boolean data (such as Has Password, Password Assigned, and Read Only):

One condition is available: Is Equal To.

Two values are available: True and False.

Specifying conditions for states For state data:

One condition is available: Is Equal To.

Select a state in the Value field.

Table 63 Conditions for string data

Condition Description

Is exactly Includes all of the string you specify in the Value field.

Contains Includes part or all of the string you specify in the Value field.

Does not contain Does not include part or all of the string you specify in the Value field.

Is Empty Does not contain any data. The Value field is unavailable for this condition.

Is Not Empty Contains any data. The Value field is unavailable for this condition.

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Specifying conditions for time data You can filter PST files by specifying a date or date range, and the time, using the conditions described in Table 64 on page 576.

Note: The default date and time is that of the local computer.

You can use combinations of datetime conditions in a filter. Refer to Between two dates on page 576.

Between two dates

To filter jobs that were created between two dates, use the same datetime column twice: once with the On or after condition and once with the On or before condition.

The following example filters PST files that were last processed between May 5, 2007 and August 22, 2007:

Last Processed On or after 05/05/2007 Last Processed On or before 08/22/2007

Table 64 Conditions for date-time data

Condition Description

On Or Before 1. Select this condition to specify a less than or equals (<=) date-time. For example, selecting this condition for the Last Modified column will filter PST files that were last modified on or before a certain date.

2. Select a date from the calendar and a time from the time picker. The Value field fills in automatically with the date and time you selected.

On Or After 1. Select this condition to specify a greater than or equals (>=) date-time. For example, selecting this condition for the Last Modified column will filter PST files that were last modified on or after a certain date.

2. Select a date from the calendar and a time from the time picker. The Value field fills in automatically with the date and time you selected.

Is Empty Select this condition to test that the column is blank. The Value field is unavailable for this condition.

Is Not Empty Select this condition to test that the column is not blank. The Value field is unavailable for this condition.

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Adding a PST group To add a PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. Select Action > New Group.

3. In the New Group wizard:

a. In the Name field, enter a name for the new group.

b. In the Description field, enter a description for the new group.

Figure 137 New Group dialog box

4. Click Finish to close the New Group dialog box.

The name of the new group is listed in the PST Groups pane.

5. To add source computers and PST files to a PST group, refer to:

Managing source computers and shares in a PST group on page 579

Managing PST files in a PST group on page 586

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Deleting a PST group Deleting a PST group does not permanently remove source computers and PST files from the system. Only the PST group is deleted, because the source computers and PST files could belong to another PST group.

To delete a PST management group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group you want to delete.

3. Select Action > Delete Group.

Viewing and editing properties of a PST group To view properties of a PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group whose properties you want to view.

3. Select Action > Properties. The Group dialog is displayed and shows the name of the group and an optional description of the group.

Figure 138 Group Properties dialog box

4. You can edit the Description field. You cannot edit the Name field.

5. Click OK to close the dialog box.

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Managing source computers and shares in a PST group Refer to:

Viewing list of source computers in a PST group on page 568

Adding a source computer or share to a PST group on page 579

Removing a source computer from a PST group on page 582

Moving a source computer to another PST group on page 583

Changing the state of a source computer on page 584

Adding a source computer or share to a PST group

To add a source computer to a PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group to which you want to add a source computer.

3. Select Action > Add Source Computers.

The Group Data Sources dialog box opens.

Figure 139 Group Data Sources dialog box

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4. Do one of the following steps:

To specify source computers by UNC path, continue to Specifying source computers by UNC path on page 580.

To specify source computers by using an LDAP query, continue to Specifying source computers by LDAP query on page 581.

Specifying source computers by UNC path To specify source computers by UNC path:

1. Open the Group Data Sources dialog box, as described in Adding a source computer or share to a PST group on page 579.

2. In the Select machines by field, select UNC Path.

Figure 140 Group Data Sources dialog box - UNC path

3. Click Browse.

4. In the Browse for Folder dialog box, locate and select the computer, shared drive, or shared folder and then click OK.

Note: Always select the computer, shared drive, or shared folder through the network (My Network Places) and not the local folder path.

The Search Path field displays the selected UNC path.

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5. Click Add to add the UNC path to the list.

6. Repeat step 3 through step 5 for each UNC path you want to add.

7. Click OK.

The UNC paths are listed in the Source Computers tab of the PST group.

Specifying source computers by LDAP query 1. Open the Group Data Sources dialog box, as described in

Adding a source computer or share to a PST group on page 579.

2. In the Select machines by field, select LDAP Query.

Figure 141 Group Data Sources dialog box - LDAP query

3. Do one of the following steps:

If the directory server you specified is configured to contain identities, select the Directory server contains identities to improve query performance.

If the directory server you specified is not configured to contain identities, clear the Directory server contains identities (default).

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Note: This option does not apply to Domino servers or to LDAP queries executed locally using the Execute or Test buttons. In those cases, the option is ignored without error or user notification.

4. Refer to Chapter 16, Configuring Email Management Activities, for details on using the LDAP Query portion of the dialog box.

5. After you run the LDAP query, at the bottom of the dialog box:

a. Select the source computers in the list that you want to add to the PST group.

b. Click OK.

The selected source computers are listed in the Source Computers tab of the PST group.

Removing a source computer from a PST group

Note: Removing a source computer from a PST group does not remove the PST files that were discovered on that source computer from the group. The PST files remain in the group, even if you run another Find PST activity against the group. You must manually remove each PST file from the group, as described in Removing a PST File from a PST group on page 587.

To remove a source computer from a PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group containing the source computer you want to remove.

3. In the Source Computers tab, select the source computer you want to remove.

4. Select Action > Remove.

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Moving a source computer to another PST group

Note: Moving a source computer from one PST group to another does not move the associated PST files. The PST files remain in the group, until you run another Find PST activity against the group. To manually move PST files, refer to Moving a PST file to another PST group on page 588.

To move a source computer to another PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group containing the source computers you want to move.

3. In the Source Computers tab, select the source computers you want to move.

4. Select Action > Move to Group.

Figure 142 Group Select dialog box

5. Select the group to which you want to move the source computers.

6. Click OK.

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Changing the state of a source computer Refer to:

About source computer states on page 584

Procedure: Changing the state of a source computer on page 585

About source computer states A source computers state indicates the state the source computer was in the last time a PST activity ran against that source computer.

The source computer state determines whether that source computer will be processed during a PST activity.

In the Group Options page of a PST activity, you specify the state of items to process. These options are related to source computer states in PST groups.

Figure 143 Group Options page - PST activity

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Table 65 on page 585 shows the relationship between source computer states in PST groups and the Group Options page in Find PST activities.

To process only certain source computers during a Find PST activity, change the state of the source computers. Refer to Procedure: Changing the state of a source computer on page 585.

Procedure: Changing the state of a source computer To change the state of a source computer:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group containing the source computer.

3. In the Source Computers tab, select the source computer.

4. Select Action > Change State.

Table 65 Source computer states and group options - Find PST activities

Source computer state in PST Group

Group options in Find PST activity Description

All Locations The PST activity will process all source computers, regardless of the source computer state.

Complete All Locations Except Completed The Find PST activity will: Skip any source computer in a Complete state. Only process source computers in a New or

Failed state.

Failed Only Failed Locations The Find PST activity will process only those source computers in a Failed state.

New Only Unprocessed Locations The Find PST activity will process only those source computers marked New.

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5. Select one of the following options on the Change State submenu:

Managing PST files in a PST group The following sections describe how to manage PST files in a PST file group:

Viewing list of PST files in a PST group on page 569

Adding a PST file to a PST group on page 586

Removing a PST File from a PST group on page 587

Moving a PST file to another PST group on page 588

Assigning an owner to a PST file on page 588

Specifying the password for a password-protected PST file on page 590

Adding a PST file to a PST group To add PST files to a PST group, use either of the following methods:

Find (discover) PST files:

Add source computers or shares. Refer to Adding a source computer or share to a PST group on page 579.

Create a Find - Microsoft Outlook PST activity. Refer to Chapter 16, Configuring Email Management Activities.

Manually add PST files, as described in this section.

Note: PST files must reside in shared folders to which the EMC SourceOne administrator has access.

Table 66 Change State submenu

Option Changes source computer state to

To Complete Completed

To Failed Failed

To Reset New

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The following automatic processing occurs on discovered PST files, but does not occur on PST files that are added manually:

Detection of ownership

Determination of password protection

To add a PST file manually to a PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group.

3. Select Action > Add PST.

4. At the confirmation prompt, click OK to continue.

Figure 144 Add PST - confirmation prompt

5. In the Open dialog box:

a. Browse to the location of the PST file.

b. Select the PST file. You can select more than one.

c. Click Open.

The selected PST files are listed in the PST Items tab.

Removing a PST File from a PST group To remove a PST file from a PST group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group containing the PST files you want to remove.

3. In the PST Items tab, select the PST files you want to remove.

4. Select Action > Remove.

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Moving a PST file to another PST group To move a PST file from one PST group to another:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group containing the PST files you want to move.

3. In the PST Items tab, select the PST files.

4. Select Action > Move to Group. The Group Select dialog displays.

Figure 145 Group Select dialog box

5. Using the Group Select dialog, select the group to which you want to move the PST files.

6. Click OK. The Group Select dialog closes and the files are moved to the new group.

Assigning an owner to a PST file The Owner column indicates one of the following:

The anticipated owner discovered by a Find PST activity. Refer to How ownership is determined for PST files on page 566 for how owners are assigned.

The owner you selected from the Exchange address book.

The owner you specified manually (as described in this section).

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If ownership has not been determined:

The Owner column is blank.

The PST file will not be archived.

You can specify an owner.

To associate a PST file with a mailbox:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group containing the PST file.

3. In the PST Items tab, select the PST file. You can select more than one file.

4. Select Action > Assign Owner.

The Assign Owner dialog box opens.

Figure 146 Assign Owner dialog box - PST

5. Do one of the following steps:

To assign ownership using the address book:

a. Select Assign from Address Book.

b. Click Choose Owner.

c. Select the owner from the address book.

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To assign ownership manually:

a. Select Assign Manually.

b. In the Display Name field, enter the display name of the owner (maximum 150 characters).

c. In the SMTP Address field, enter the SMTP address of the owner.

6. Click OK. The Owner column updates for the selected PST file.

Specifying the password for a password-protected PST file If a PST file is password-protected (the value in the Password Protected column is True), you can manually specify the password that was already assigned to the PST.

To specify the password already assigned to a PST file:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > PST Groups node.

2. In the PST Groups list, select the group containing the PST file.

3. In the PST Items tab, select the PST file. You can select more than one file.

4. Select Action > Set Password. The Assign PST Password dialog box opens.

Figure 147 Assign PST Password dialog box

5. In the New Password field, enter the password that was already assigned to the PST file. Do not specify a new password. The characters display as asterisks.

6. In the Verify Password field, re-enter the password.

7. Click OK. The password is stored in the database in encrypted form.

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NSF processing activities Describes how to process groups of Domino NSF files and is organized as follows:

Introduction to NSF activities on page 591

Viewing list of NSF groups on page 592

Refreshing an NSF group view on page 593

Viewing list of NSF files in an NSF group on page 593

Adjusting NSF list when display limit is reached on page 594

Customizing the view for NSF groups on page 595

Adding an NSF group on page 601

Deleting an NSF group on page 602

Viewing and editing properties of an NSF group on page 602

Managing NSF files in an NSF group on page 603

Introduction to NSF activities This section describes NSF file groups and how you use them to prepare for NSF activities. Refer to:

What are NSF groups? on page 591

Checklist: NSF management on page 592

What are NSF groups? Use NSF groups to organize and simplify the management of source computers and NSF files in preparation for NSF activities. You can:

Search for source computers based on an LDAP query and add the results to an NSF group.

Browse for source computers and shares and add the results to an NSF group.

Manually remove source computers and shares from an NSF group.

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Inspect the status of source computers since the last processing occurred.

Use NSF groups as input to NSF activities.

Remove individual NSF files from the NSF group.

Checklist: NSF management To manage NSF files, follow the steps in this checklist:

Viewing list of NSF groups This section provides an overview of the NSF Groups area. To create an NSF group, refer to Adding an NSF group on page 601.

To view a list of existing NSF groups (if any), in the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

Table 67 Checklist: Managing NSF files

Step Action Refer to

1 Create NSF groups. Adding an NSF group on page 601

2 Add NSF files manually to NSF groups. Adding an NSF file to an NSF group on page 603

3 Assign owners to the NSF files, if necessary. Assigning an owner to an NSF file on page 605

4 Remove the NSF files that you do not want to process. Removing an NSF File from an NSF group on page 604

5 Create an Archive - Personal Mail Files activity to archive NSF files.

Chapter 16, Configuring Email Management Activities

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Figure 148 NSF groups

You can add and remove columns, as described in Adding or removing columns on page 596.

Refer to the following topics:

Refreshing an NSF group view on page 593

Viewing list of NSF files in an NSF group on page 593

Customizing the view for NSF groups on page 595

Refreshing an NSF group view To update the list of NSF management groups and view the latest changes, press F5 or click Refresh. The list may take a few moments to refresh.

Viewing list of NSF files in an NSF group To view the list of NSF files in an NSF group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. In the NSF Groups list, select a group.

The NSF Items area lists the NSF files in the selected NSF group.

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Figure 149 NSF Items

You can add and remove columns, as described in Adding or removing columns on page 596.

To add NSF files, refer to Adding an NSF file to an NSF group on page 603.

Adjusting NSF list when display limit is reached By default, up to 1,000 NSF files are displayed in the NSF Items tab.

If the number of NSF files exceeds the maximum rows specified for the NSF Items tab, a message and links appear at the top of the NSF list.

Figure 150 NSF Items tab - links to properties and filter

To change the maximum number of NSF files displayed, click the maximum number of rows link, and refer to Specifying maximum number of NSF files to display on page 595.

To filter the NSF list, click the filter link, and refer to Filtering the NSF list on page 597.

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Customizing the view for NSF groups To customize the view for NSF groups, refer to the following topics:

Specifying maximum number of NSF files to display on page 595

Adding or removing columns on page 596

Changing the order of columns on page 596

Changing sort order in a column on page 596

Grouping by column on page 597

Filtering the NSF list on page 597

Specifying maximum number of NSF files to display The default maximum number of NSF files to display in the NSF Items tab is 1,000.

To change the maximum:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. Select a group.

3. Select the NSF Items tab.

4. Select any item in the list. If there are no items, populate the list as described in Adding an NSF file to an NSF group on page 603.

5. Select Action > Maximum Rows Displayed.

Figure 151 Maximum Rows Displayed dialog box

6. Enter the maximum number of rows to display, in the range 1 to 99,999.

7. Click OK.

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Adding or removing columns To add or remove columns:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. In the center pane, do one of the following steps:

To add or remove columns from the NSF Groups list, select any group in the list.

To add or remove columns from the NSF Items tab, select any NSF in the list.

3. Select Action > View > Add/Remove Columns.

The appropriate Choose Columns dialog box opens.

Figure 152 Choose Columns dialog box - example

Changing the order of columns To change the order of columns:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. Drag the column header left or right to a new location. Red arrows indicate where you can drop the column header.

Changing sort order in a column The direction of the triangle in a column header indicates the direction of sort for that column:

Up = Ascending (alphabetical)

Down = Descending

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To toggle between ascending and descending sort order in a column:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. Click on the header of the column you want to toggle.

Grouping by column In the NSF Items area, you can organize the display of NSF files based on a specific column.

To group NSF files by column:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groupsnode.

2. Select a group.

3. In the NSF Items area. select any item.

4. Select Action > Enable Grouping.

5. Drag-and-drop the column to the indicated area above the NSF list.

Figure 153 Group by column prompt

The NSF files are now grouped under expandable rows, similar to a tree pane.

Filtering the NSF list To refine the NSF list displayed in the NSF Items tab, you can create a filter.

To filter the list of NSF files:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. Select a group.

3. In the NSF Items area, select any item.

4. Select Action > Filter. The Filter dialog box opens.

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Figure 154 Filter dialog box

5. In the Column field, select the name of the column on which you want to filter.

6. In the Condition field, select the condition to apply to the columns values.

The conditions depend on the data type of the column you selected in the Column field. Refer to:

Specifying conditions for string data on page 599

Specifying conditions for boolean data on page 599

Specifying conditions for states on page 599

Specifying conditions for time data on page 600

7. In the Value field, enter a value appropriate for the column and the condition.

Depending on the condition you selected in the Condition field, the Value field may not be available.

8. Click Add.

The new criterion appears in the list.

9. To add another criterion to the list, repeat step 5through step 8.

Each line in the filter is ANDed with the other lines.

You can use the same column more than once in a filter. For example, you could use the Last Processed column twice to specify a date-time range. Refer to Between two dates on page 600.

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10. To remove entries from the criteria list, do one of the following steps:

Click Clear All.

Select the line in the list that you want to remove, then click Remove.

11. To edit a selected entry in the filter:

a. Select the entry in the criteria list.

b. Click Edit. The Edit Filter Criteria dialog displays. Modify the appropriate portion of the filter entry and click OK.

12. Click OK to close the Filter dialog box.

Specifying conditions for string data Table 68 on page 599 describes the conditions available for columns that display string data.

Specifying conditions for boolean data For Boolean data (such as Has Password, Password Assigned, and Read Only):

One condition is available: Is Equal To.

Two values are available: True and False.

Specifying conditions for states For state data:

One condition is available: Is Equal To.

Select a state in the Value field.

Table 68 Conditions for string data

Condition Description

Is exactly Includes all of the string you specify in the Value field.

Contains Includes part or all of the string you specify in the Value field.

Does not contain Does not include part or all of the string you specify in the Value field.

Is Empty Does not contain any data. The Value field is unavailable for this condition.

Is Not Empty Contains any data. The Value field is unavailable for this condition.

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Specifying conditions for time data You can filter NSF files by specifying a date or date range, and the time, using the conditions described in Table 69 on page 600.

Note: The default date and time is that of the local computer.

You can use combinations of datetime conditions in a filter. Refer to Between two dates on page 600.

Between two dates

To filter jobs that were created between two dates, use the same datetime column twice: once with the On or after condition and once with the On or before condition.

The following example filters NSF files that were last processed between May 5, 2007 and August 22, 2007:

Last Processed On or after 05/05/2007 Last Processed On or before 08/22/2007

Table 69 Conditions for date-time data

Condition Description

On Or Before 1. Select this condition to specify a less than or equals (<=) date-time. For example, selecting this condition for the Last Modified column will filter NSF files that were last modified on or before a certain date.

2. Select a date from the calendar and a time from the time picker. The Value field fills in automatically with the date and time you selected.

On Or After 1. Select this condition to specify a greater than or equals (>=) date-time. For example, selecting this condition for the Last Modified column will filter NSF files that were last modified on or after a certain date.

2. Select a date from the calendar and a time from the time picker. The Value field fills in automatically with the date and time you selected.

Is Empty Select this condition to test that the column is blank. The Value field is unavailable for this condition.

Is Not Empty Select this condition to test that the column is not blank. The Value field is unavailable for this condition.

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Adding an NSF group To add an NSF group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. Select Action > New Group.

3. In the New Group wizard:

a. In the Name field, enter a name for the new group.

b. In the Description field, enter a description for the new group.

Figure 155 New Group dialog box

4. Click Finish to close the New Group dialog box.

The name of the new group is listed in the NSF Groups pane.

5. To add NSF files to an NSF group, refer to Managing NSF files in an NSF group on page 603.

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Deleting an NSF group Deleting an NSF group does not permanently remove NSF files from the system. Only the NSF group is deleted, because the NSF files could belong to another NSF group.

To delete an NSF management group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. In the NSF Groups list, select the group you want to delete.

3. Select Action > Delete Group.

Viewing and editing properties of an NSF group To view properties of an NSF group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. In the NSF Groups list, select the group whose properties you want to view.

3. Select Action > Properties. The Group dialog is displayed and shows the name of the group and an optional description of the group.

Figure 156 Group Properties dialog box

4. You can edit the Description field. You cannot edit the Name field.

5. Click OK to close the dialog box.

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Managing NSF files in an NSF group The following sections describe how to manage NSF files in an NSF file group:

Viewing list of NSF files in an NSF group on page 593

Adding an NSF file to an NSF group on page 603

Removing an NSF File from an NSF group on page 604

Moving an NSF file to another NSF group on page 604

Assigning an owner to an NSF file on page 605

Adding an NSF file to an NSF group

Note: NSF files must reside in shared folders to which the EMC SourceOne administrator has access.

To add an NSF file manually to an NSF group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. In the NSF Groups list, select the group.

3. Select Action > Add NSF.

4. At the confirmation prompt, click OK to continue.

Figure 157 Add NSF - confirmation prompt

5. In the Open dialog box:

a. Browse to the location of the NSF file.

b. Select the NSF file. You can select more than one.

c. Click Open.

The selected NSF files are listed in the NSF Items area.

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Removing an NSF File from an NSF group To remove an NSF file from an NSF group:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. In the NSF Groups list, select the group containing the NSF files you want to remove.

3. In the NSF Items area, select the NSF files you want to remove.

4. Select Action > Remove.

Moving an NSF file to another NSF group To move an NSF file from one NSF group to another:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. In the NSF Groups list, select the group containing the NSF files you want to move.

3. In the NSF Items area, select the NSF files.

4. Select Action > Move to Group. The Group Select dialog displays.

Figure 158 Group Select dialog box

5. Using the Group Select dialog, select the group to which you want to move the NSF files.

6. Click OK. The Group Select dialog closes and the files are moved to the new group.

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Assigning an owner to an NSF file The Owner column indicates one of the following:

The owner you selected from the Domino address book

The owner you specified manually (as described in this section)

If ownership has not been determined:

The Owner column is blank.

The NSF file will not be archived.

You can specify an owner.

To associate an NSF file with an owner:

1. In the EMC SourceOne console, expand the EMC SourceOne > Operations > NSF Groups node.

2. In the NSF Groups list, select the group containing the NSF file.

3. In the NSF Items area, select the NSF file. You can select more than one file.

4. Select Action > Assign Owner.

The Assign Owner dialog box opens.

Figure 159 Assign Owner dialog box - NSF

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5. Do one of the following steps:

To assign ownership using the address book:

a. Select Assign from Domino Directory.

b. Click Choose Owner.

c. Select the owner from the address book.

To assign ownership manually:

a. Select Assign Manually.

b. In the Display Name field, enter the display name of the owner (maximum 150 characters).

c. In the SMTP Address field, enter the SMTP address of the owner.

6. Click OK.

The Owner column updates for the selected NSF file.

Shortcut Activities 607

18

Describes shortcuts and shortcut activities in EMC SourceOne Email Management, and is organized as follows:

Introduction to shortcuts ................................................................ 608 Considerations and limitations when using shortcuts............... 614 Prerequisites for shortcutting messages ....................................... 615 Customizing shortcut replacement text........................................ 616 Shortcut - Historical activity........................................................... 622 Update Shortcuts - Historical & User Directed Archive activity .....

624 Restore Shortcuts - Historical & User Directed Archive activity .....

625 For information on shortcuts and Exchange Public Folders, refer to Chapter 21, Processing Exchange Public Folder Content.

Shortcut Activities

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Introduction to shortcuts EMC SourceOne Email Management can be used to create, restore, and update different types of email message shortcuts.

You create shortcuts to save space on the email server by replacing the email message with a small file that points to the original email message that has been archived by EMC SourceOne Email Management.

The following sections provide more information on shortcuts:

Summary of activities used to manage shortcuts on page 609

What happens to the contents of a shortcut message? on page 610

How do I shortcut messages? on page 613

How do I restore shortcut messages to the email server? on page 613

Introduction to shortcuts 609

Shortcut Activities

Summary of activities used to manage shortcuts You use different activities to process different types of email message shortcuts as shown in Table 70, Summary of shortcut activities by content type.

Table 70 Summary of shortcut activities by content type

Content Shortcut activities used

Email archived using the Archive - Historical activity

Shortcut - Historical Restore Shortcuts - Historical and User Directed

Archive Update Shortcuts - Historical and User Directed

Archive

Email archived in Exchange Public folders using the Archive - Microsoft Exchange Public Folders activity For additional information on shortcuts and Exchange Public Folders, refer to Chapter 21, Processing Exchange Public Folder Content.

Shortcut - Microsoft Exchange Public Folders Restore Shortcuts - Microsoft Exchange Public

Folders

Email archived using the Archive - User Directed Archive activity For additional information on shortcuts and UDA, refer to Chapter 22, User-Directed Archiving (UDA) Activities.

Shortcut - User Directed Archive Restore Shortcuts - Historical and User Directed

Archive Update Shortcuts - Historical and User Directed

Archive

Email stored in a .PST file that has been migrated and archived. For additional information on shortcuts and .PST files, refer to Chapter 17, PST and NSF Processing Activities.

Migrate - Microsoft Office Outlook .PST

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What happens to the contents of a shortcut message? A stub replaces the contents of a shortcut message.

Depending on the mail server (Domino or Exchange), and the activity options selected, shortcutting replaces the body of the shortcut message, or the attachments, or both. The stub may consist of explanatory text only, or explanatory text and links to attachments.

For details on the replacement text that appears in stubs, refer to:

Domino/Notes on page 610

Exchange, Outlook and mobile devices on page 610

You can customize the replacement text. Refer to Customizing shortcut replacement text on page 616.

Domino/Notes For Notes messages, the message body and attachments are extracted from the mail document. The mail document is converted to an empty shell containing replacement text:

The default replacement text for the message body is:

This Notes message has been converted as a shortcut.

The default replacement text for an attachment is:

This attachment of the Notes message has been converted as a shortcut. Please open the message to view the attachment.

Domino/Notes message bodies and attachments are always shortcut and replaced with explanatory text.

Exchange, Outlook and mobile devices EMC SourceOne Mobile Services software and Web Services software support the resolution of shortcuts for users accessing them using the universal URL. This includes:

Mobile device users

Outlook Web Access users in environments in which EMC SourceOne Extensions for OWA Support software is not installed on the Exchange server.

Outlook users in environments in which the EMC SourceOne Offline Access software is not installed on their client computers.

Introduction to shortcuts 611

Shortcut Activities

Exchange mail users and mobile users can double-click shortcuts in their mailboxes to retrieve the full messages from the EMC SourceOne archive. The message is retrieved through the Retrieval server.

Note: When restoring shortcuts using mobile devices, both EMC SourceOne and the mobile device have filtering settings that can be applied. A mobile device will synchronize only those items that meet its own filter settings.

Outlook and EMC SourceOne Offline Access The user experience in Outlook depends on whether you install the EMC SourceOne Offline Access software on user computers.

If you install Offline Access on user computers, then the user experience is seamless. Shortcut messages and attachments display unchanged in the Outlook preview pane. You can also configure Offline Access to cache messages and attachments locally so that Outlook users can retrieve them offline. Refer to:

The EMC SourceOne Offline Access Administration and Installation Guide for information on installing the Offline Access client.

The EMC SourceOne Email Management Offline Access User Guide for information about the user interface.

If you do not install Offline Access on user computers, then:

If you choose to shortcut the message body, the message body will be replaced by explanatory text.

Attachments are converted to HTML stubs, which link to the attachments.

Figure 160 Example - Shortcut message body and attachment displayed in Outlook (without Offline Access)

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Note: The View original message as a web page link does not display messages in rich formatted content, nor does it display inline images.

Note: In an Exchange environment, delegate users cannot use the universal URL to resolve shortcuts in the delegate mailbox. Delegate users can use Offline Access to resolve the shortcut.

Considerations for mobile devices used with Exchange For mobile devices used with Exchange:

Users must log on using the full Windows logon name, including the domain.

Figure 161 Mobile device logon screen

For a shortcut message, the screen displays the following replacement text.

Figure 162 Shortcut message displayed in mobile device (Exchange)

When a mobile device user opens a shortcut message, the message is retrieved and stored in the users mailbox. The user sees both the shortcut stub and the message in his mailbox.

Note: The View original message as a web page link does not display messages in rich formatted content, nor does it display inline images.

Introduction to shortcuts 613

Shortcut Activities

How do I shortcut messages? To shortcut messages, follow the steps in this checklist.

To update existing shortcuts in Exchange environments, create an Update Shortcuts - Historical & User Directed Archive activity. Refer to Update Shortcuts - Historical & User Directed Archive activity on page 624.

For information on shortcuts and Exchange Public Folders, refer to Chapter 21, Processing Exchange Public Folder Content.

How do I restore shortcut messages to the email server? In an Exchange environment where you have not installed Offline Access software on user computers, users can restore one shortcut message at a time by clicking the Restore original message to the e-mail server link in the message stub.

To restore many messages at one time, system administrators can use the Restore Shortcuts - Historical & User Directed Archive activity. Refer to Restore Shortcuts - Historical & User Directed Archive activity on page 625.

Users and administrators can also restore messages by using EMC SourceOne Search. Refer to the EMC SourceOne Search User Guide. Also refer to the need for sufficient mailbox space in Prerequisites for shortcutting messages on page 615.

Table 71 Checklist: Steps to Shortcut Messages

Step Action Refer to

1 (Required) Install the prerequisite software.

Prerequisites for shortcutting messages on page 615

2 (Required for Exchange) Enable and configure the Universal URL used for shortcut activities and for retrieval.

Editing settings for Shortcut Web service and mobile restore on page 251

3 (Optional) Customize the default replacement text for message bodies and attachments.

Customizing shortcut replacement text on page 616

4 (Required) Create and run an activity which creates shortcuts.

Summary of activities used to manage shortcuts on page 609

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Considerations and limitations when using shortcuts Do not shortcut draft messages. If you shortcut drafts, then users

will have to use EMC SourceOne Search to restore the drafts to their mailboxes before editing.

When messages in the Notes trash folder are archived, running a Shortcut activity does not process any items in the trash folder. However, the Restore Shortcut activity will process some items with failures. This is because the Shortcut activity did not process any items, so there are no items to restore.

By design, for calendar items:

Inline attachments and bodies are not shortcut.

Attachments are shortcut.

By design, messages that contain a virus are not shortcut. If a shortcut activity is run against a message containing a virus, an error occurs: Shortcut failed.

In Exchange mail environments:

The EMC SourceOne shortcut icon does not appear for digitally signed and encrypted Exchange messages.

Forwarded messages or replies that are shortcut will display the Outlook forward/reply icons instead of the EMC SourceOne shortcut icon. This is a design limitation of Outlook. The forward/reply icons are always used instead of custom icons.

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Prerequisites for shortcutting messages Before creating activities to shortcut messages, update message shortcuts, or restore message shortcuts, complete the following prerequisites:

If you are creating shortcuts on a Domino mail server, refer to Appendix A, Configuring Lotus Domino Support in the EMC SourceOne Email Management Installation Guide.

If you are creating shortcuts on an Exchange mail server, do the following:

Configure the URL used for shortcut retrieval. Refer to Editing settings for Shortcut Web service and mobile restore on page 251.

Enable the universal URL option and specify the URL used for shortcut retrieval before you create Shortcut or Update Shortcut activities. If the universal URL option is enabled but the URL is not configured, then the following error message displays when you try to create Shortcut or Update activities.

Figure 163 (Exchange) No External URL has been configured

Verify that there is sufficient mailbox space for restoring shortcuts.

Restoring shortcuts to full mailboxes causes problems. When a mailbox containing shortcut messages is close to exceeding the assigned size limit, shortcut messages can be restored to that mailbox causing it to exceed the size limit. This results in the user receiving error messages and no longer being able to send or receive messages using that mailbox.

When a mailbox containing shortcuts is close to exceeding the size limit, the limit should either be increased or the user or administrator should not restore any shortcuts to the mailbox until the mailbox has more free space.

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Customizing shortcut replacement text You can customize the replacement text displayed in shortcut stubs by editing the LanguageResources table in the database with the default installed name of ES1Activity.

Refer to:

About the LanguageResources table on page 616

Procedure: Customizing replacement text for shortcuts on page 621

About the LanguageResources table The first ten rows in the LanguageResources table contain the default replacement text displayed in shortcut stubs.

Figure 164 LanguageResources table

The LangID column contains the Microsoft locale ID (LCID) for the language. For a complete list of LCIDs, refer to http://www.microsoft.com/globaldev/reference/lcid-all.mspx.

The ApplicationID column identifies the application using the string. Do not edit this column.

The ResourceID column identifies the mail system (Domino or Exchange) and usage for the string (body or attachment replacement). Do not edit this column.

The ResourceString column contains the replacement text that you can edit. For EMC SourceOne, replacement text is HTML. For Exchange, the HTML replacement text may contain links so that users can access the message body and attachments of the shortcut message.

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The following table describes each entry in the LanguageResources table used for shortcut replacement text.

Table 72 Default replacement text - LanguageResouces table

ResourceID column Default replacement text displayed in stubs Mail environment Description

1 This notes message has been converted as a shortcut.

Domino/Notes EmailXtender 4.8

Plain text. Replaces shortcut message body.

2 This attachment of the notes message has been converted as a shortcut. Please open the message to view the attachment.

Plain text. Replaces shortcut attachment.

3 This notes message has been converted as a shortcut.

Domino/Notes EMC SourceOne

HTML. Replaces shortcut message body.

4 This attachment of the notes message has been converted as a shortcut. Please open the message to view the attachment.

HTML. Replaces shortcut attachment.

5 This exchange message has been converted as a shortcut.

Exchange/Outlook EmailXtender 4.8

Plain text. Replaces shortcut message body.

6 This attachment of the exchange message has been converted as a shortcut. Please open the message to view the attachment.

Plain text. Replaces shortcut attachment.

7 Refer to Default replacement text for Outlook on page 618.

Exchange/Outlook EMC SourceOne

HTML. Replaces shortcut message body if the Shortcut message body option is selected when the Shortcut activity is created.

8 Refer to Default replacement text for mobile devices (Exchange) on page 620.

Exchange/mobile devices EMC SourceOne

HTML. Replaces shortcut message body if the Shortcut message body option is selected when the Shortcut activity is created.

9 Refer to Default replacement text for Outlook on page 618.

Exchange/Outlook EMC SourceOne

HTML Replaces shortcut message body if the Shortcut message body option is selected when the Shortcut activity is created.

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Default replacement text for Outlook The following section outlines the default replacement text for Outlook.

Download the original message As of EMC SourceOne 6.5 SP1, the HTML for ResourceID 7 and ResourceID 9 includes the Download the original message link.

Figure 165 Download the original message link

When a user clicks this link, the user can log in (if not already logged in) and save the shortcut message to a specified location. With this link, a user can save and view a shortcut message without restoring it to the mailbox. This can be useful when a shortcut message is encrypted, because without this option a user cannot see the shortcut encrypted message unless the message is restored to the mailbox first.

Note: The Download the original message link is not displayed by shortcuts created by EMC SourceOne Email Management 6.5, only those created by 6.5 SP1 and later.

10 Refer to Default replacement text for mobile devices (Exchange) on page 620.

Exchange/mobile devices EMC SourceOne

HTML Replaces shortcut message body if the Shortcut message body option is selected when the Shortcut activity is created.

Table 72 Default replacement text - LanguageResouces table (continued)

ResourceID column Default replacement text displayed in stubs Mail environment Description

Customizing shortcut replacement text 619

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ResourceID 7:

EMC SourceOne
This message has been converted to a shortcut

by EMC SourceOne to save server space.

View original

message as a web page:

Restore

original message to the e-mail server:

href="%Shortcut.URL%/exshortcut/viewmessage.aspx?exid=%EXID%&view=nativemsg&lcid =%LCID%">Download the original message:

ResourceID 9:

EMC

SourceOne
This message has been converted to a shortcut by EMC SourceOne to save server space.

href="%Shortcut.URL%/exshortcut/viewmessage.aspx?exid=%EXID%&view=nativemsg&lcid =%LCID%">Download the original message:

Restore original message to the e-mail server:

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Default replacement text for mobile devices (Exchange) In an Exchange environment, mobile devices use ResourceIDs 8 and 10 in the LanguageResources table.

ResourceID 8:

/>

EMC

SourceOne
This message has been converted to a shortcut by EMC SourceOne to

save server space.

To download the attachment click the link

%ATTACHNAME%
.

Restore original message to the e-mail server:

Customizing shortcut replacement text 621

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ResourceID 10:

EMC

SourceOne
This message has been converted to a shortcut by EMC SourceOne to

save server space.

Procedure: Customizing replacement text for shortcuts To customize replacement text:

1. On the SQL Server, start SQL Server Manager.

2. In the left pane, expand the ES1Activity database node.

3. Expand the Tables node.

4. Right-click on the LanguageResource table, then select Open Table.

5. Edit the appropriate HTML text for your mail environment and archiving product. Refer to About the LanguageResources table on page 616 for details.

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Shortcut - Historical activity You use the Shortcut - Historical activity to create shortcuts from messages, or optionally to archive messages and then create shortcuts of those messages.

You can also use the Shortcut - Historical activity to shortcut journaled content as described in Improvements in using Shortcut - Historical activity to shortcut journaled content on page 622.

Refer to the following for more information:

For a summary of the activity pages you use with the Shortcut - Historical activity, refer to Summary of New Activity wizard pages for email activities in Chapter 16, Configuring Email Management Activities.

For details on the pages used by the Shortcut - Historical activity, refer to the individual page descriptions of those pages in Chapter 16, Configuring Email Management Activities.

For information on how to edit an activity, refer to Editing activities in an organizational policy in Chapter 16, Configuring Email Management Activities.

Improvements in using Shortcut - Historical activity to shortcut journaled content In versions of EMC SourceOne Email Management prior to 6.8 SP1, the Shortcut - Historical activity created shortcuts only from content that had been archived using the Archive - Historical or the Shortcut - Historical activities. This meant that Exchange or Domino content that had been archived using the Journal activity had to be shortcut as follows:

1. Use the Journal activity to archive the content.

2. Use the Archive - Historical activity to archive the same content as the Journal activity had already archived.

3. Use the Shortcut - Historical activity with the Process only previously archived items option selected on the Item Types page to shortcut the content that had been processed by the Archive - Historical activity in the specified mapped folder.

4. If the content had been archived into several mapped folders, create a Shortcut - Historical activity to shortcut the content in each mapped folder.

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In EMC SourceOne Email Management 6.8 SP1, changes to the Mapped Folders page of the Shortcut - Historical activity now let you shortcut Journal content without using the Archive - Historical activity, as follows:

1. Use the Journal activity to store the content.

2. Use the Shortcut - Historical activity with the Process only previously archived items option selected on the Item Types page to shortcut the content that had been processed by the Journal activity.

This activity allows you to specify multiple mapped folders if needed and so only one Shortcut - Historical activity is needed to specify all mapped folders that contain the content to be shortcut.

Additionally, you can select the processing order of the mapped folders to optimize the performance of the activity.

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Update Shortcuts - Historical & User Directed Archive activity The Update Shortcuts - Historical & User Directed Archive activity is available in an Exchange environment.

Use the Update Shortcuts - Historical & User Directed Archive activity to:

Update replacement text used in the message body stubs of shortcuts.

Update replacement text used in the attachment stubs of shortcuts.

Upgrade EmailXtender 4.8 SP1 shortcuts to EMC SourceOne shortcuts.

The Update Shortcuts - Historical & User Directed Archive activity also updates shortcuts in user-directed archiving (UDA) folders.

Refer to the following for more information:

For a summary of the activity pages you use with the Update Shortcuts - Historical & User Directed Archive activity, refer to Summary of New Activity wizard pages for email activities in Chapter 16, Configuring Email Management Activities.

For details on the pages used by the Update Shortcuts - Historical & User Directed Archive activity, refer to the individual page descriptions of those pages in Chapter 16, Configuring Email Management Activities.

For information on how to edit an activity, refer to Editing activities in an organizational policy in Chapter 16, Configuring Email Management Activities.

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Restore Shortcuts - Historical & User Directed Archive activity Use the Restore Shortcuts - Historical & User Directed Archive activity to restore shortcut messages from the archive to the email server.

The Restore Shortcuts activity processes EmailXtender 4.81 and EMC SourceOne Email Management shortcuts in the folder in which the shortcuts are found. If the shortcut was moved out of the folder from which the message was originally archived, then the message is restored into the folder in which the shortcut was found.

Changes made to the shortcuts subject or body are not retained during the restore. However, if the user placed flags, categories, or reminders on the shortcut, those changes are retained when the message is restored.

Recipients are not restored or changed, because they are not altered when the message is shortcut.

Refer to the following for more information:

For a summary of the activity pages you use with the Restore Shortcuts - Historical & User Directed Archive activity, refer to Summary of New Activity wizard pages for email activities in Chapter 16, Configuring Email Management Activities.

For details on the pages used by the Restore Shortcuts - Historical & User Directed Archive activity, refer to the individual page descriptions of those pages in Chapter 16, Configuring Email Management Activities.

For information on how to edit an activity, refer to Editing activities in an organizational policy in Chapter 16, Configuring Email Management Activities.

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Using Journal Activities 627

19

Describes how to configure and use the Journal activity to process content from various environments as follows:

Using Journal activities with different content types on page 628 Using Journal activities with Microsoft Exchange on page 630

Using Journal Activities

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Using Journal activities with different content types EMC SourceOne Email Management supports journaling of content from multiple sources. You can use a Journal activity to process content from:

IBM Lotus Domino

Select IBM Lotus Domino on the Activity Types page and then continue using the New Activity wizard. Refer to Chapter 16, Configuring Email Management Activities, for how to use the New Activity wizard.

Note that due to an issue with IBM Lotus Domino Native Journaling, EMC SourceOne Email Management cannot capture all the owners of a journaled message because the Domino mail server is not expanding groups on journaled messages.

If this occurs, install and use EMC SourceOne Journaling instead of Domino Native Journaling as follows:

1. Install and configure the EMC SourceOne Extensions for Domino. Refer to Installing Email Management components for Domino in the EMC SourceOne Email Management Installation Guide.

2. Select the Use EMC SourceOne extension manager option instead of the Use IBM Lotus Domino native journaling option on the Journaling Method page of the EMC SourceOne activity wizard. Refer to Configuring Email Management Activities in the EMC Email Management Administration Guide.

Microsoft Exchange

You can perform both Exchange standard and premium journaling with EMC SourceOne Email Management, however you need to configure them differently. Refer to the following for more information:

Using Microsoft Exchange premium journaling with EMC SourceOne on page 631

Using Microsoft Exchange standard journaling with EMC SourceOne on page 634

Once configured properly, you select Microsoft Exchange on the Activity Types page and then continue using the New Activity wizard. Refer to Chapter 16, Configuring Email Management Activities, for how to use the New Activity wizard.

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Microsoft Exchange Online

You need to perform some configuration before journaling data from Microsoft Exchange Online. Refer to Chapter 20, Using the Journal Activity for Office 365 Content, for how to perform that configuration.

One configured, select Microsoft Office 365 on the Activity Types page and then continue using the New Activity wizard.

SMTP mail servers

Select SMTP on the Activity Types page and then continue using the New Activity wizard. Refer to Chapter 16, Configuring Email Management Activities, for how to use the New Activity wizard.

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Using Journal activities with Microsoft Exchange You can perform both Exchange standard and premium journaling with EMC SourceOne Email Management, however you must configure them differently. This section is organized as follows:

Differences between Microsoft Exchange premium and standard journaling on page 630

Using Microsoft Exchange premium journaling with EMC SourceOne on page 631

Using Microsoft Exchange standard journaling with EMC SourceOne on page 634

Differences between Microsoft Exchange premium and standard journaling Exchange 2007 and Exchange 2010 provide two types of journaling: standard and premium. Standard journaling has existed in previous versions of Exchange, and premium journaling is new in Exchange 2007 and 2010. Microsoft provides more information on these two journaling types in: http://technet.microsoft.com/en-us/library/aa998649.aspx.

This article defines the two types of journaling as follows:

Standard journaling

Standard journaling is configured on a mailbox database. It enables the Journaling agent to journal all messages sent to and from mailboxes located on a specific mailbox database. To journal all messages to and from all recipients and senders, you must configure journaling on all mailbox databases on all Mailbox servers in the organization.

Premium journaling

Premium journaling enables the Journaling agent to perform more granular journaling by using journal rules. Instead of journaling all mailboxes residing on a mailbox database, you can configure journal rules to match your organization's needs by journaling individual recipients or members of distribution groups. You must have an Exchange Enterprise client access license (CAL) to use premium journaling.

Using Journal activities with Microsoft Exchange 631

Using Journal Activities

When you enable standard journaling on a mailbox database, this information is saved in Active Directory and is read by the Journaling agent. Similarly, journal rules configured with premium journaling are also saved in Active Directory and applied by the Journaling agent.

Note: Although it is possible to perform Exchange premium or standard journaling using an SMTP mailbox instead of an Exchange mailbox, it is not recommended when used with EMC SourceOne Email Management due to limitations with that type of message.

Using Microsoft Exchange premium journaling with EMC SourceOne You can use Microsoft Exchange premium journaling with EMC SourceOne Email Management. This capability is described in the following sections:

Summary of using EMC SourceOne with Exchange premium journaling on page 631

Configuring an EMC SourceOne Journal activity to use Exchange premium journaling on page 632

Configuring Exchange premium journaling for use with EMC SourceOne on page 633

Summary of using EMC SourceOne with Exchange premium journaling To configure EMC SourceOne Email Management to use Exchange premium journaling, you need to configure both EMC SourceOne Email Management and Exchange premium journaling as follows:

1. Create and initiate a Journal activity with the Exchange data source type selected. The Journal activity will process the messages delivered by premium journaling. Refer to Configuring an EMC SourceOne Journal activity to use Exchange premium journaling on page 632.

Until premium journaling is enabled, the Journal activity will not have any content to process.

2. Define and enable premium journaling from Exchange to the Journal activity. Refer to Configuring Exchange premium journaling for use with EMC SourceOne on page 633 for how to configure and enable premium journaling.

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Do not enable premium journaling until the Journal activity is ready to process those messages; this will help avoid overloading the mailbox that is receiving the Exchange journaling reports.

Configuring an EMC SourceOne Journal activity to use Exchange premium journaling To configure a Journal activity to use Exchange premium journaling, do the following:

1. Create a new Journal activity using the EMC SourceOne console by specifying Journal as the activity type on the Activity Type page.

2. Specify Microsoft Exchange as the kind of data to journal using the Data Source Type page.

3. Specify the mailbox that will receive the premium journaling reports from the Exchange server using the Select Data Sources page.

4. When you specify the premium journaling mailbox, The EMC SourceOne console displays an error about specifying a non-journaling mailbox:

The following non-journaling mailboxes have been selected for this journal activity: mailbox names Would you like to remove these selections?

Figure 166 Non-journal mailbox error dialog

5. This error is acceptable for premium journaling, and you should specify No in response to the error dialog. This error is not acceptable for standard journaling.

6. Finish creating the activity.

Until premium journaling is enabled from the Exchange server, no email content will be processed by the Journal activity. Refer to Configuring Exchange premium journaling for use with EMC SourceOne on page 633 for how to enable premium journaling.

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Configuring Exchange premium journaling for use with EMC SourceOne To configure Exchange premium journaling for use with a Journal activity, do the following in the Exchange Management console:

1. In the console navigation tree, select the Hub Transport node under the Organization Configuration node.

2. In the Actions pane, click New Journal Rule. The New Journal Rule dialog displays.

Figure 167 Premium journaling New Journal Rule page

3. Enter a rule name in the Rule name field.

4. Enter the email address to which the journal reports should be sent in the Send Journal reports to e-mail address field. This is the mailbox from which EMC SourceOne Email Management will receive and process the journal reports.

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5. Verify that the Scope is set to the Global - all messages option. This is the default.

6. Verify that the Enable Rule option is selected. This is the default.

7. Verify that you have the necessary licenses mentioned on the New Journal Rule page.

8. Click New. The Completion page displays.

9. Click Finish. The new rule is enabled and displayed on Journaling tab.

Using Microsoft Exchange standard journaling with EMC SourceOne You can use Microsoft Exchange standard journaling with EMC SourceOne Email Management. This capability is described in the following sections:

Summary of using EMC SourceOne with Exchange standard journaling on page 634

Configuring Exchange standard journaling for use with the Journal activity on page 635

Configuring a Journal activity for use with Exchange standard journaling on page 636

Summary of using EMC SourceOne with Exchange standard journaling To configure Microsoft Exchange standard journaling for use with a Journal activity, do the following:

1. Configure Microsoft Exchange standard journaling for use with the Journal activity. Refer to Configuring Exchange standard journaling for use with the Journal activity on page 635.

2. Configure a Journal activity for use with Exchange standard journaling. Refer to Configuring a Journal activity for use with Exchange standard journaling on page 636.

Using Journal activities with Microsoft Exchange 635

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Configuring Exchange standard journaling for use with the Journal activity To configure Microsoft Exchange standard journaling for use with the Journal activity, do the following:

1. In the Exchange Management console, select and expand the Server Configurationnode and then select Mailbox under it.

2. Select the Database Management tab. Right-click on the mailbox for which you want to set up standard journaling and select Properties. The Properties page displays.

Figure 168 Mailbox properties page defining standard journal recipient

3. Select the General tab. Select the Journal Recipient option and click the Browse button to select the mailbox to use for standard journaling.

4. Confirm your selections by clicking OK. Standard journaling is now enabled.

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Configuring a Journal activity for use with Exchange standard journaling To configure a Journal activity to use Exchange standard journaling, do the following:

1. Create a new Journal activity using the EMC SourceOne console by specifying Journal as the activity type on the Activity Type page.

2. Specify Microsoft Exchange as the kind of data to journal using the Data Source Type page.

3. Specify the mailbox that will receive the standard journaling reports from the Exchange server using the Select Data Sources page.

4. Finish creating the activity.

Until standard journaling is enabled from the Exchange server, no email content will be processed by the Journal activity. Refer to Configuring Exchange standard journaling for use with the Journal activity on page 635 for how to enable standard journaling.

Using the Journal Activity for Office 365 Content 637

20

Describes how to configure and use the Journal activity to process Exchange Online messages from an Office 365 environment as follows:

Overview of using Journal activity with Office 365 content...... 638 Journaling for Office 365 content configuration sequence......... 644 Configuring SMTP support for Office 365 journaling ................ 645 Using the Journal activity to process Office 365 messages ........ 648 Configuring Exchange Online premium journaling................... 661 Maintaining and Troubleshooting Office 365 journaling ........... 663 Modifying EMC SourceOne Search behavior for use with Office

365 content ........................................................................................ 671

Using the Journal Activity for Office 365

Content

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Overview of using Journal activity with Office 365 content EMC SourceOne Email Management allows you to journal content locally that is stored in Exchange Online, using Microsoft Office 365 and Exchange 2010.

The following sections provide more detail:

Advantages of having a local journal of your cloud data on page 638

Considerations when journaling email content from an Office 365 environment on page 639

Architectural overview of using the Journal activity for Microsoft Office 365 on page 640

EMC SourceOne support for processing email content in a hybrid environment on page 642

Advantages of having a local journal of your cloud data There are several advantages to having a local EMC SourceOne Email Management journal of the data you have in the Microsoft Office 365 cloud:

You can use EMC SourceOne tools to process that local data, including using EMC SourceOne Discovery Manager for legal discovery or using EMC SourceOne Email Supervisor for email supervision.

You can ensure that your local data is retained and disposed of according to any corporate rules for data retention and disposal.

You have a local copy of your data if the cloud service you are using is unavailable for some reason.

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Considerations when journaling email content from an Office 365 environment The full capabilities of EMC SourceOne Email Management are not available for email content processed from Microsoft Office 365 using the Journal activity. The following are considerations for content journaled from Microsoft Office 365:

Shortcutting of email content is not available.

Use of EMC SourceOne Offline Access is not available.

Historical archiving or historical deletion of email content is not available.

User-directed archiving of email content is not available.

EMC SourceOne journals Office 365 email content as MIME messages. You can control how users can open and restore this content from within EMC SourceOne Search. Refer to Modifying EMC SourceOne Search behavior for use with Office 365 content on page 671 for more information.

All types of Office 365 email content, other than meeting requests, are placed in the Native Archive by the Journal activity as email message item types, including task requests. Meeting requests are placed in the Native Archive as meeting request item types.

This has the following implications for searching this content using EMC SourceOne Search, EMC SourceOne Discovery Manager, or EMC SourceOne Kazeon eDiscovery:

If you are searching email content (other than meeting requests) journaled from an Office 365 environment, you must search for that content as an email message (since that is how it was archived) and not as the content type appearing in Outlook, such as a task request.

Meeting requests an be searched for as meeting requests.

Searches of Office 365 email messages may return task request results as well as email message results when displayed by the EMC SourceOne search clients.

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Anti-virus software should exclude the Office 365 email processing directories. Running anti-virus software on the contents of these directories may cause problems with EMC SourceOne Email Management processing. These directories are:

Any source folder used by the EMC SourceOne File Mover agent. This is typically the SMTP drop directory used by IIS.

Any target folder used by the EMC SourceOne File Mover agent. These folders are defined by the administrator.

The Journaling issues folder used by the EMC SourceOne File Mover agent. This folder is defined by the administrator.

Refer to Using the Journal activity to process Office 365 messages on page 648 for more information on these folders.

Architectural overview of using the Journal activity for Microsoft Office 365 The following is an architectural overview of how the EMC SourceOne Email Management Journal activity processes Exchange Online content from a Microsoft Office 365 environment. The following is the sequence of actions that result in an Office 365 email message being stored in the Native Archive:

1. Exchange Online premium journaling is configured to send journal reports of all messages to one or more local (on-premise) folders. A journal report is an SMTP message generated by Exchange Online from the original message that includes the original message as an attachment.

The local folders are on one or more computers on which Microsoft Internet Information Services (IIS) and the Microsoft SMTP service are installed and on which the SMTP service is configured to receive messages from premium journaling.

2. The EMC SourceOne File Mover agent takes messages from these local locations (the source folders) and moves them to target folders to be processed by the Journal activity for Microsoft Office 365 content.

3. The Journal activity processes messages from the target folders and places them in the Native Archive. If the messages cannot be placed in the Native Archive, they are placed in the Journaling issues folder for analysis and possibly reprocessing.

This process is illustrated in Figure 169 on page 641.

Overview of using Journal activity with Office 365 content 641

Using the Journal Activity for Office 365 Content

Figure 169 Architectural view of Office 365 content journaling process

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Considerations when moving existing archived or journaled content to Office 365 The following are some considerations to be aware of when migrating archived or journaled content from an existing on-premise mail server to an Office 365 Exchange Online server:

Review whether EMC SourceOne Email Management or EMC EmailXtender shortcuts were created for content in the on-site mail server. If so, those shortcuts should be restored prior to moving the content to Microsoft Office 365.

Review the restrictions on journaling of Microsoft Office 365 content to ensure a smooth migration to the Microsoft Office 365 environment from a local mail server environment. Refer to Considerations when journaling email content from an Office 365 environment on page 639 for more information.

EMC SourceOne support for processing email content in a hybrid environment EMC SourceOne supports using the Journal activity to process email content from a hybrid Microsoft Office 365 environment.

The following sections describe what a hybrid deployment is, and any special considerations in using a hybrid deployment with EMC SourceOne Email Management.

What is a hybrid deployment of Office 365? on page 642

Considerations in using EMC SourceOne with a hybrid deployment of Office 365 on page 643

What is a hybrid deployment of Office 365? A hybrid deployment of Microsoft Office 365 occurs when you maintain mailboxes in your on-premise Exchange server organization, and you also maintain mailboxes in the cloud using Exchange Online.

Refer to the following resources for more information on Microsoft Office 365 hybrid mail environments:

http://technet.microsoft.com/en-us/exchangelabshelp/ff633682

http://onlinehelp.microsoft.com/office365-enterprises/ff652556.as px

Overview of using Journal activity with Office 365 content 643

Using the Journal Activity for Office 365 Content

Considerations in using EMC SourceOne with a hybrid deployment of Office 365 When using an EMC SourceOne Email Management Journal activity to process Office 365 email content in a hybrid environment, you should be aware of the following considerations:

Journal activity processing of content from Office 365 differs from processing of content from an on premise Exchange server. Refer to the restrictions listed in Considerations when journaling email content from an Office 365 environment on page 639.

Content that is journaled from mailboxes in the on premise Exchange organization (using the Journal activity with the Exchange data source type) can duplicate content that is journaled from mailboxes in the cloud-based Office 365 environment (using the Journal activity with the Microsoft Office 365 data source type). This is because on premise messages are received as native Exchange messages, and the Office 365 messages are received as Exchange journal reports using SMTP.

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Journaling for Office 365 content configuration sequence Before you can journal messages from a Microsoft Office 365 environment using EMC SourceOne Email Management, you must perform the following steps:

1. Configure the components required to use the Journal activity with the Microsoft Office 365 data source type. Refer to Configuring SMTP support for Office 365 journaling on page 645.

2. Create and initiate a Journal activity with the Microsoft Office 365 data source type selected. The Journal activity will process the messages delivered by premium journaling. Refer to Using the Journal activity to process Office 365 messages on page 648.

3. Enable premium journaling from Exchange Online to the Journal activity. Refer to Configuring Exchange Online premium journaling on page 661.

Do not enable premium journaling until the Journal activity is ready to process those messages.

Configuring SMTP support for Office 365 journaling 645

Using the Journal Activity for Office 365 Content

Configuring SMTP support for Office 365 journaling SMTP support must be configured before running the Journal activity with the Microsoft Office 365 data source type.

SMTP support is required on whatever computer has the Internet Information Services (IIS) installed and is hosting the source directories accessed by the EMC SourceOne File Mover agent.

The process you use to configure SMTP support is described in the following sections:

Installing the SMTP service on page 645

Configuring SMTP email delivery on page 646

Installing the SMTP service If the SMTP service is not already installed, you must install the SMTP service. The SMTP service is configured using the IIS 6 Manager, whether you have IIS 6 or 7 installed:

To install the SMTP service using IIS 6, refer to http://msdn.microsoft.com/en-us/library/8b83ac7t.aspx.

To install the SMTP service using IIS 7, do the following:

1. In the Control Panel applet, in the Features view, select Add Features.

2. Select SMTP Server from the list and click Install. This installs the IIS 6 Manager, which you then use to install the SMTP service as described in http://msdn.microsoft.com/en-us/library/8b83ac7t.aspx.

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Configuring SMTP email delivery You need to specify how SMTP email will be delivered to EMC SourceOne Email Management using the SMTP Virtual Server node of the Internet Information Services (IIS) 6 Manager. The IIS 6 Manager is used to configure SMTP for both IIS 6 and IIS 7. Refer to http://msdn.microsoft.com/en-us/library/8b83ac7t.aspx for additional details on how to install and use the IIS 6 Manager.

Specify the following for SMTP email delivery to EMC SourceOne Email Management:

Limit the number of connections to the SMTP server to 10 using the Limit number of connections to field. You set this value on the General tab of the Default SMTP Virtual Server Properties dialog.

Set the connection time-out value to 10 minutes using the Connection time-out (minutes) field. You set this value on the General tab of the Default SMTP Virtual Server Properties dialog.

Set the authentication for the SMTP server.

Select the Access tab of the Default SMTP Virtual Server Properties dialog and specify the authentication to be used in your environment.

Verify that the Enable drop directory quota option is not selected on the Properties page of the Default SMTP Virtual server page node in the IIS Manager. If this option is selected, the performance of the journaling of Exchange Online messages may be significantly degraded.

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Figure 170 Enable drop directory quota option on the IIS Properties page

Optionally, you can enable logging by selecting the Enable logging field and selecting W3C Extended Log File Format as the log format on the General tab of the Default SMTP Virtual Server Properties dialog.

If you enable logging, you also need to set the log file folder by clicking Properties to launch the Logging Properties dialog, and then specifying the folder in the Log file directory field.

For additional information on SMTP email delivery options using IIS 6, refer to: http://msdn.microsoft.com/en-us/library/8b83ac7t.aspx.

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Using the Journal activity to process Office 365 messages This section describes how to configure and use the Journal activity to process Office 365 messages.

This section is organized as follows:

Planning and selecting the processing folders on page 648

Creating an SMTP Journaling Group on page 649

Summary of creating a Journal activity for Office 365 email content on page 657

Planning and selecting the processing folders Before you use the EMC SourceOne console to create and run a Journal activity to process Microsoft Office 365 content, you need to select the folders that will be used by the EMC SourceOne File Mover agent in the processing. These folders will be used when you create the SMTP journaling group used by the Journal activity.

Select the following folders:

Select the one or more source folders

Select one or more source folders to contain the SMTP journal reports that have been sent from Exchange Online. Typically, these are the SMTP drop directories used by IIS.

The File Mover agent takes files from the source folders and places them in the target folders.

Select one or more target folders

Select one or more target folders to contain the SMTP journal reports moved by the EMC SourceOne File Mover agent.

The Journal activity processes the content found in the target folders. When the Journal activity runs, a separate job is created for each target folder defined as part of the group. Using multiple target directories allows EMC SourceOne Email Management to process higher volumes of messages more efficiently since a larger number of jobs are being used.

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In environments where a low volume of messages are journaled, you can opt to not use target folders and instead use the source folders as both the source and target, however, this is not generally recommended.

Select a Journaling issues folder

Select a Journaling issues folder to contain any unsuccessfully processed messages. All unsuccessfully processed messages from any of the defined target folders are directed to a single Journaling issues folder to make identification and reprocessing of these messages easier.

Handling unsuccessfully processed messages is described in Reprocessing Office 365 Exchange journal reports on page 668.

Creating an SMTP Journaling Group Before using the Journal activity with Office 365 email content, you must first define an SMTP journaling group. Any existing SMTP journaling groups are displayed under the SMTP Journaling Groups folder of the Operations node in the EMC SourceOne console.

Figure 171 SMTP Journaling Groups location in the EMC SourceOne console

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To create an SMTP journaling group, do the following:

1. Select SMTP Journaling Groups under the Operations node of the EMC SourceOne console and select the New Group action. The General page of the New SMTP Journaling Group wizard displays.

Figure 172 General page of the New SMTP Journaling Group wizard

2. Enter the name of the new group in the Name field and a description in the Description field.

3. Enter the folder location for messages that were not successfully processed in the Journaling issues folder field. This should be the location you selected in Planning and selecting the processing folders on page 648.

How you handle unsuccessfully processed messages is described in Reprocessing Office 365 Exchange journal reports on page 668.

4. Click Next.

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The Sources page of the New SMTP Journaling Group wizard displays.

Figure 173 Sources page of the New SMTP Journaling Group wizard

5. Enter the name of the one or more source folders to be used for the SMTP journaling group in the Source Folder field and click Add. Alternatively, click Browse to navigate to the one or more folders to be used as the source, and then click Add. When done adding source folders, click Next.

The source folder is the location where Exchange journal report messages are copied by premium journaling. The EMC SourceOne File Mover agent then moves these messages to the one or more target directories, if they are enabled. These should be the one or more source folder locations you selected in Planning and selecting the processing folders on page 648. Refer to Configuring Exchange Online premium journaling on page 661 for more information on premium journaling.

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The Targets page of the New SMTP Journaling Group wizard displays.

Figure 174 Targets page of the New SMTP Journaling Group wizard

6. Use the Use target folders option to select whether to use separate target and source folders, or to use the source folders as both the source and target folders.

Select Use target folders to have separate source and target folders and to enable the definition of the target folders. This is the default and more commonly used setting.

Do not select Use target folders to have source folders used as both the source and the target folders.

Generally, you should use separate source and target folders, but in small installations with a low volume of messages to journal, combining them to use a single set of folders may be useful.

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7. If the Use target folders option is selected do the following:

a. Enter the name of the one or more target folders to be used for the SMTP journaling group in the Target Folder field and click Add. Alternatively, click Browse to navigate to the folders to be used as targets, and then click Add.

There is a processing job created for each target folder defined for a Journal activity. Increasing the number of target folders specified in the SMTP journaling group increases the number of jobs that can simultaneously process messages, which can improve journaling performance.

These should be the one or more target folder locations you selected in Planning and selecting the processing folders on page 648.

b. Use the Poll time (secs) field to specify how often (in seconds) the agent checks the source folders for SMTP .eml message files to be moved to a target folder. Files with the .eml extension are typically SMTP message files.

By default, this value is set to 300 seconds (5 minutes). You can modify this value to be any number of seconds between 60 and 3600, inclusive.

c. Use the Move delay (secs) field to specify the number of seconds an SMTP .eml message file must be in the source folder before it is eligible to be moved to a target folder. A file is allowed to age for a period to permit it to be entirely copied into the source folder before it is moved to the target folder.

By default, this value is set to 600 seconds (10 minutes). You can modify this value to be any number of seconds between 60 and 3600, inclusive.

If the Use target folders option is not selected, no options other than Finish are available.

8. When done, click Finish.

The new SMTP journaling group is displayed on the SMTP Journaling Groups page, and under the SMTP Journaling Groups node.

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Modifying SMTP Journaling Groups To modify an SMTP Journaling Group, do the following:

1. Select the SMTP Journaling Group to be modified under the SMTP Journaling Groups node under the Operations node.

2. Select the Properties action. The SMTP Journaling Group Properties dialog displays.

3. Modify the general, source folder or target folder properties as described in the following sections:

Modifying General properties of SMTP Journaling Groups on page 654

Modifying Source properties of SMTP Journaling Groups on page 655

Modifying Target properties of SMTP Journaling Groups on page 656

Modifying General properties of SMTP Journaling Groups To modify the general properties of an SMTP Journaling Group:

1. Select the General tab of the SMTP Journaling Group Properties dialog.

Figure 175 General tab of the SMTP Journaling Group Properties dialog

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2. Modify one or more of the following:

Modify the name of the group by editing the value in the Name field.

Modify the description of the group by editing the value in the Description field.

Change the Journaling issues folder, either by editing the value in the Journaling issues folder field, or by clicking the Browse button and navigating to a new folder.

3. When you have completed the modifications, click OK.

Modifying Source properties of SMTP Journaling Groups To modify the source folder properties of an SMTP journaling group:

1. Select the Sources tab of the SMTP Journaling Group Properties dialog.

Figure 176 Sources tab of the SMTP Journaling Group Properties dialog

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2. Add source folders to, or remove source folders from, this group as follows:

To add a source folder to the group, enter the path to the folder in the Source Folder field, or click Browse to navigate to that folder.

To remove a source folder from the group, select the source folder from the list, and click Remove.

3. When you have completed the modifications, click OK.

Modifying Target properties of SMTP Journaling Groups To modify the target folder properties of an SMTP journaling group:

1. Select the Targets tab of the SMTP Journaling Group Properties dialog, and perform any of the following modifications:

Figure 177 Targets tab of the SMTP Journaling Group Properties dialog

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Add a target folder to the group by entering the path to the folder in the Target Folder field, or clicking Browse to navigate to that folder.

Remove a target folder from the group by selecting the target folder from the list, and clicking Remove.

Modify the value of the Poll time field to specify how often the agent polls the source folders for SMTP .eml message files to be moved to a target folder. You can modify this value to be any number of seconds between 60 and 3600, inclusive.

Modify the value of the Move delay field to modify how long an SMTP .eml message file must be in the source folder before it is eligible to be moved to a target folder. You can modify this value to be any number of seconds between 60 and 3600, inclusive.

2. When you have completed the modifications, click OK.

Summary of creating a Journal activity for Office 365 email content The following is a summary of how to use the Journal activity to archive Exchange Online messages from a Microsoft Office 365 environment. For details on the activity pages described, see the description of those pages in Chapter 16, Configuring Email Management Activities.

To create a Journal activity to process Office 365 email content, do the following:

1. Select the Organizational Policy to which you want to add the new activity and select Action > New Activity to create the new activity. The Activity Type page displays.

2. Select Journal as the activity type and click Next. The Data Source Types page displays.

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Figure 178 Journal Data Source Types page

3. On the Data Source Types page, select Microsoft Office 365 as the data source type and click Next. The Select Data Sources page displays.

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Figure 179 Journal Select Data Sources page

4. On the Select Data Sources page, select one of the previously defined SMTP journaling groups to use as the data source for this journaling activity, and click Next. The Attachments Filter page displays.

If no SMTP journaling group is defined, an error message displays.

Figure 180 SMTP Journaling Group must exist message

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If the SMTP journaling group must exist message displays, cancel creating the activity, create an SMTP Journaling group to be used with this activity, and then create the activity again specifying the SMTP Journaling group.

Refer to Creating an SMTP Journaling Group on page 649 for how to define SMTP journaling groups.

5. On the Attachments Filter page, select which attachments to exclude from processing. By default, no attachments are excluded. When done, click Next. The Business Components page displays.

6. On the Business Components page, select the business components to use with this activity. By default only the Address Rules business component is available. Click Next. If the Address Rules business component was selected, the Specify Filter Rules page displays.

7. Use the Specify Filter Rules page to define one or more rules. Refer to Chapter 23, Using Email Management Rules, for more information on defining rules.

When done specifying address rules, click Next. The Activity Name page displays.

8. Use the Activity Name page to create a name for this activity using the Name field. Click Finish after providing a name. The activity is now complete and ready to execute.

To edit a Journal activity, refer to the section on editing activities in Chapter 16, Configuring Email Management Activities.

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Configuring Exchange Online premium journaling Exchange Online premium journaling must be enabled to transfer messages from the Office 365 environment to the EMC SourceOne Email Management source folder.

To enable premium journaling with Exchange Online, do the following:

1. Using a Web browser supported by Microsoft Online Services, open Microsoft Online Services, and select Admin. The Admin Overview page displays.

Note: If necessary, contact your Microsoft Online Services administrator for the URL, account name and password you need to access Microsoft Online Services.

2. On the Admin Overview page, select Manage under the Exchange Online heading. The Mailboxes page displays.

3. On the Mailboxes page, under the Users & Groups heading, select Mail Control. The Mail Control page is displayed.

4. On the Mail Control page, select Journaling. The Journal Rules page displays.

5. On the Journal Rules page, select New. The New Journal Rule page displays.

Figure 181 New Journal Rule page in Microsoft Online Services

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6. On the New Journal Rule page, create the new journal rule as follows:

Set the If this message is sent to or from field, to the Apply to all messages option.

Set the Journal the following messages field to the All messages option.

Set the Send Journal reports field to be the email address that will deliver the journal reports to the local Exchange 2010 server.

Set the Name of Rule field to be the name of this rule.

7. Select Save.

When you save the rule, you may be prompted to configure an email address to receive undeliverable messages. Do not configure such an email address as it will interfere with the processing to be done by the Journal activity.

You can also use Exchange premium journaling with Exchange rather than Exchange Online. Refer to Chapter 20, Using the Journal Activity for Office 365 Content, for more information.

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Maintaining and Troubleshooting Office 365 journaling The following topics will help you maintain the Office 365 journaling portion of your EMC SourceOne Email Management system and troubleshoot problems you may encounter.

Office 365 journaling event log messages and corrective actions on page 663 describes how to correct event log messages you may encounter while the Journal activity is running.

Reprocessing Office 365 Exchange journal reports on page 668 describes how to reprocess Office 365 Exchange journal reports that could not be processed the first time they were encountered.

Improving Office 365 journaling performance by increasing target folders used on page 670 describes how you may be able to improve the performance of the Journal activity.

Office 365 journaling event log messages and corrective actions When you use the Journal activity to process email messages from an Office 365 environment, errors may be written to the event log indicating a situation that needs to be corrected. This event log is on the master server on which the EMC SourceOne File Mover agent was installed.

Generally, these event log messages have to do with either connectivity to the source and target directories used by the SMTP journal group, or problems with the amount of disk space remaining in those directories. These event log messages are issued by the EMC SourceOne File Mover agent only when you have defined separate source directories and target folders.

If you have not defined these folders as being separate, the EMC SourceOne File Mover agent is not active and does not monitor the source folders for any errors. In this case, the only error you may encounter is if the source folder cannot be accessed by the Journal activity. When this occurs, the Journal activity will signal the message, Cannot enumerate folder, to the event log on the worker computer running the activity.

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The following sections list the event log messages you may encounter and their corrective actions.

Source folder is offline on page 664

Insufficient privileges or unable to access target folder on page 665

All target folders are offline or not accessible on page 666

Target folder has insufficient disk space on page 666

All target folders are below the free disk threshold on page 667

Failed to create a configuration manager on page 668

Source folder is offline The following are the full event log message and the resolution for the error.

Full event log message EX_E_FAIL_SRC_FOLDER_OFFLINE, Source Folder is offline. Cannot move messages from source to target. Insufficient privileges or unable to access Source folder source-folder-name. Moving of files will resume once the source folder is accessible again.

Description and resolution Indicates that the named source folder defined in the SMTP journal group used by this activity cannot be accessed by the EMC SourceOne File Mover agent.

Review the privileges needed to access this folder and also review the network connection to this folder from the master computer. This problem may correct itself with no intervention if it is due to a temporary network problem.

When a previously inaccessible source folder can be accessed, the following message is sent to the event log:

EX_E_INFO_SRC_FOLDER_ONLINE, Source Folder source-folder-name is back online.

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Insufficient privileges or unable to access target folder The following are the full event log message and the resolution for the error.

Full event log message EX_E_FAIL_TARGET_OFFLINE, Insufficient privileges or unable to access Target folder target-folder-name.

Description and resolution Indicates that the named target folder defined in the SMTP journal group used by this activity cannot be accessed by the EMC SourceOne File Mover agent.

Review the privileges needed to access this folder and also review the network connection to this folder from the master computer. This problem may correct itself if it is due to a temporary network problem.

When a previously inaccessible target folder can be accessed, the following message is sent to the event log:

EX_E_INFO_TARGET_ONLINE, Target Folder target-folder-name is back online.

Additional information on required privileges for the agent By default, the ES1MoverAgent service runs using the EMC SourceOne primary service account, and so that account on the Master server must have full access (read, write and delete) to the source folders (the IIS drop directories) and target folders the agent will access. Alternatively, the optional EMC SourceOne Master Services service account can be used as long as it which must also have full access to the source and target folders.

Refer to the EMC SourceOne Email Management Installation Guide section Additional service accounts to support least privileges for additional considerations.

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All target folders are offline or not accessible The following are the full event log message and the resolution for the error.

Full event log message EX_E_FAIL_ALL_TARGETS_OFFLINE, All target folders are Offline or not accessible. Unable to move any messages. Moving of files will resume when at least one target folder is accessible again.

Description and resolution Indicates that none of the target folders defined in the SMTP journal group used by this activity can be accessed by the EMC SourceOne File Mover agent.

Review the privileges needed to access these folders and also review the network connection to these folders from the master computer. This problem may correct itself if it is due to a temporary network problem. Also refer to Additional information on required privileges for the agent on page 665.

When a previously inaccessible target folder can be accessed, the following message is sent to the event log:

EX_E_INFO_TARGET_ONLINE, Target Folder target-folder-name is back online.

Target folder has insufficient disk space The following are the full event log message and the resolution for the error.

Full event log message EX_E_FAIL_TARGET_NO_DSK_SPACE, Target folder target-folder-name has insufficient disk space or below the minimum free space threshold. Cannot move messages to this target folder. Moving of files to this target folder will resume once the space is available again.

Description and resolution Indicates that the named target folder used by this activity does not have sufficient space and so the EMC SourceOne File Mover agent cannot move messages from the source folder to this target folder; however, the Journal activity can continue to process. EMC SourceOne requires that there be a minimum of 1 GB of disk space free on each target folder.

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To resolve this issue, create more than 1 GB of free space for the named target folder. Alternatively, run the activity again using a different target folder that is on a disk with more available space.

When a previously full target folder has 1 GB of space available again, the following message is sent to the event log, and file movement will resume:

EX_I_INFO_TARGET_HAS_DSK_SPACE, Target Folder target-folder-name now has available disk space. Processing will now resume to this location.

All target folders are below the free disk threshold The following are the full event log message and the resolution for the error.

Full event log message EX_E_FAIL_ALL_TARGETS_NO_SPACE, All target folders are below the free disk threshold. Unable to move any messages. Moving of files will resume when at least one target folder has free disk space available again.

Description and resolution Indicates that all target folders defined in the SMTP journal group used by this activity do not have sufficient space and so the EMC SourceOne File Mover agent cannot move messages from the source folder to any of the target folders; however, the Journal activity can continue to process. EMC SourceOne requires that there be a minimum of 1 GB of disk space free on each target folder.

To resolve this issue, create more than 1 GB of free space for each folder. Alternatively, run the activity again using different target folders that are on a disk with more available space.

When a previously full target folder has 1 GB of space available again, the following message is sent to the event log, and file movement will resume:

EX_I_INFO_TARGET_HAS_DSK_SPACE, Target Folder target-folder-name now has available disk space. Processing will now resume to this location.

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Failed to create a configuration manager The following is the event log error for the EMC SourceOne File Mover agent configuration manager and the resolution for that message.

Full event log message EX_E_FAILED_CREATE_CONFIGMGR, Failed to create a configuration manager, unable to start move threads.

Description and resolution Indicates that there is a problem on the master computer that is preventing the EMC SourceOne File Mover agent configuration manager from being created. Typically this would occur when there are low resources (memory and so on) available on the computer.

Review the available resources on the computer and correct any problems, perhaps by rebooting the computer. If the configuration manager still cannot be created, contact EMC Support for assistance.

Reprocessing Office 365 Exchange journal reports When you use the Journal activity to process either Office 365 content or SMTP content, that content is received as an SMTP message. In some cases, EMC SourceOne Email Management cannot process those SMTP messages and so places them into a different folder for manual reprocessing.

This section describes how to reprocess Exchange journal report messages, which are a type of SMTP message, and is organized as follows:

Overview of reprocessing Office 365 Exchange journal reports on page 669

Causes for journaling report messages to not be processed on page 669

Journal report processing procedure on page 670

Refer to Email-specific: Reprocessing Journal activity SMTP messages on page 376 for how to reprocess SMTP messages that are not part of an Office 365 environment.

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Overview of reprocessing Office 365 Exchange journal reports When Microsoft Office 365 is selected as the data source type for a Journal activity, that content is received by the Journal activity as an Exchange Online journal report, which is a type of SMTP message.

In some cases, the Journal activity may not be able to process the Exchange journal report message. When this occurs, the message is placed in the Journal issues folder specified in the SMTP Journaling group defined for this activity.

The message is moved to the Journal issues folder so that:

The message is not continually being processed by EMC SourceOne Email Management.

The message is more easily found by the administrator for manual reprocessing.

In many cases, reprocessing the reports or messages corrects the problem, since many problems are temporary.

The following sections described why Exchange journal report messages may need to be reprocessed and how to perform that processing.

Causes for journaling report messages to not be processed on page 669

Journal report processing procedure on page 670

Causes for journaling report messages to not be processed Reasons an Exchange journal report may not be processed include:

There is a problem with the format of the Exchange journal report.

The Exchange journal report cannot be separated into its components using the EMC SourceOne Email Management unpacker.

The Exchange journal report cannot be placed in the Native Archive for some reason, such as there being a network problem.

One or more data source directories had a network connection problem and could not be accessed by EMC SourceOne Email Management.

One or more EMC SourceOne Email Management servers failed during processing, possibly because of operating system problems.

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Journal report processing procedure In many cases, reprocessing Exchange journal reports corrects the problem with the report and allows it to be journaled.

To reprocess Exchange Online journal reports, do the following:

1. Navigate to the Journaling issues folder defined in the SMTP journaling group for that Journal activity. Refer to Creating an SMTP Journaling Group on page 649 for how to define this folder.

Note: A single Journaling issues folder is used when Microsoft Office 365 is selected for this activity as opposed to possibly several Baddir directories (one for each Drop directory) when SMTP is selected as the data source for the Journal activity.

2. Select one or more journal reports in the Journaling issues folder and move them to one or more of the data source directories that you specified for this activity for reprocessing.

3. If a journal report is not processed after several attempts, record any event log messages about processing that journal report, and contact EMC Software Support for assistance.

Improving Office 365 journaling performance by increasing target folders used If needed, you may be able to increase the performance of a Journaling activity processing Office 365 content by increasing the number of target folders used by the Journal activity.

One processing job is created for each defined target folder for that activity, so to have more messages processed at the same time, increase the number of target folders in use.

Refer to Modifying SMTP Journaling Groups on page 654 for how to increase the number of target folders used.

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Modifying EMC SourceOne Search behavior for use with Office 365 content

You may want to modify how EMC SourceOne Search handles Office 365 email content by using the Web Search dialog from the Application Configuration node of the EMC SourceOne console.

How to do this is described in the following sections:

Controlling how email content is restored on page 671 describes how to control the restoring of email to mailboxes.

Controlling how SMTP email content is opened on page 673 describes how to control the opening of email content.

Configuring email clients to open .eml files on page 675 describes how to configure an email client to open .eml files from EMC SourceOne Search.

Refer to the EMC SourceOne Search User Guide for information on how to use EMC SourceOne Search.

Controlling how email content is restored You control whether email content can be restored from EMC SourceOne Search using the Enable restore to mailbox option in the EMC SourceOne console. You access the Enable restore to mailbox option from the Client Settings tab of the Web Search dialog that is launched from the Application Configuration node of the EMC SourceOne console.

Select the Enable restore to mailbox option to allow messages to be restored to their mailbox by EMC SourceOne Search. This is the default for this option and is the behavior seen in previous versions of EMC SourceOne Search.

IMPORTANT! When using the Journal activity with Office 365 content, it is recommended that you do not select the Enable restore to mailbox option. Not selecting this option will prevent users from attempting to restore locally archived content to their Office 365 mailboxes, and possibly receiving errors in the process.

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When selected the Restore option will be available for the Administrator, My Items, My Contributed Items, and All Items search types.

Do not select the Enable restore to mailbox option to not allow messages to be restored to their mailbox.

When this option is disabled, the restorecapability is removed and disabled for all search types in EMC SourceOne Search as follows:

The Restore tool bar button is removed.

The Restore context menu item on the search results grid is disabled.

This is the recommended setting when using the Journal activity with Office 365 content.

Figure 182 Client Settings tab of the Web Search dialog

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Controlling how SMTP email content is opened You control how users can open email content using the Enable open SMTP/MIME messages in native format option.

You access this option using the Server Settings tab of the Web Search dialog that is launched from the Application Configuration node of the EMC SourceOne console.

To not have messages opened in their native format, do not select the Enable open SMTP/MIME messages in native format option. This is the default. This is the behavior in EMC SourceOne prior to the 6.8 release.

In this case, when a EMC SourceOne Search user logs in using their Microsoft Windows or IBM Lotus Domino credentials and double clicks on a .eml message, the .eml message is converted to the users logged-in environment message type, (.msg or .onm), before it is delivered to the user for download.

To allow SMTP MIME messages to be opened in their native mail format by EMC SourceOne Search, select the Enable open SMTP/MIME messages in native format option.

This option may provide a better user experience than having the messages converted, if all user clients can be configured as described in Configuring email clients to open .eml files on page 675.

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Figure 183 Server Settings tab of the Web Search dialog

When this setting is enabled, SMTP messages are not converted before they are returned to the user. The native .eml message is downloaded when a user double-clicks on the .eml message.

Enabling this option only affects SMTP message types. Domino messages are still converted to a Exchange .msg message if the user logs in with Windows credentials and double-clicks a Domino message. Likewise, if the user logs in using Domino credentials and double-clicks an Exchange message, that message would be converted to a Domino .onm message.

Since EMC SourceOne Search cannot determine if the user's machine will be able to properly open the .eml file delivered to the user's Web browser, the user must have configured an application to open files with the .eml file type. Both Outlook

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Express and Outlook can be configured to open .eml files. Refer to Configuring email clients to open .eml files on page 675 for more information on configuring Outlook to open .eml message files.

Configuring email clients to open .eml files Newer versions of Microsoft Outlook, such as Outlook 2010, can open .eml files by default. Older version of Outlook, such as Outlook 2003 and Outlook 2007 may require the use of the /eml switch when opening the file, as follows:

Outlook.exe /eml message.eml

For example, Outlook 2007 (with a minimum of SP2) requires the following change to the registry to open .eml files:

1. Open the registry and navigate to the following location:

[HKEY_CLASSES_ROOT\Microsoft Internet Mail Message\shell\open\command]

2. Modify the Default key to cause Outlook to be used to open .eml files rather than Outlook Express.

Change the value that indicates Outlook Express should open .eml files:

"%ProgramFiles%\Outlook Express\msimn.exe" /eml:%1

To indicate that Outlook 2007 should open .eml files:

"%ProgramFiles%\Microsoft Office\Office12\OUTLOOK.EXE" /eml "%1"

3. Exit the registry.

Refer to the following Microsoft Support article for more information on configuring Outlook to open .eml files:

http://support.microsoft.com/kb/956693

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21

Describes how to configure and use the activities for processing Exchange public folder content:

Overview of using Microsoft Exchange public folder activities 678 Configuring public folder archiving and shortcutting............... 680 Summary of creating an Archive - Microsoft Exchange Public

Folder activity................................................................................... 685 Summary of creating a Shortcut - Microsoft Exchange Public

Folder activity................................................................................... 688 Summary of creating a Restore Shortcuts - Microsoft Exchange

Public Folder activity....................................................................... 691 Summary of creating a Delete - Microsoft Exchange Public Folder

activity ............................................................................................... 693

Processing Exchange Public Folder Content

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Overview of using Microsoft Exchange public folder activities EMC SourceOne Email Management provides activities that allow you to archive, shortcut, restore shortcut and delete content from Exchange public folders as described in the following sections.

Public folder activities summary on page 678

Advantages of public folder processing on page 679

Restrictions and considerations when processing public folder content on page 679

Public folder activities summary You use the following activities to process content in Microsoft Exchange public folders:

Use the Archive - Microsoft Exchange Public Folder activity to archive content within Exchange public folders.

Refer to Summary of creating an Archive - Microsoft Exchange Public Folder activity on page 685.

Use the Shortcut - Microsoft Exchange Public Folder activity to shortcut content within Exchange public folders.

Refer to Summary of creating a Shortcut - Microsoft Exchange Public Folder activity on page 688.

Use the Restore Shortcuts - Microsoft Exchange Public Folder activity to restore shortcut content within Exchange public folders.

Refer to Summary of creating a Restore Shortcuts - Microsoft Exchange Public Folder activity on page 691.

Use the Delete - Microsoft Exchange Public Folder activity to delete content within Exchange public folders.

Refer to Summary of creating a Delete - Microsoft Exchange Public Folder activity on page 693.

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Advantages of public folder processing Processing public folder content with EMC SourceOne Email Management has the following advantages:

You can add public folder content to the other content you archive, shortcut, restore shortcuts, and delete with EMC SourceOne Email Management.

If you have existing public folder content that had been archived and shortcut using EMC EmailXtender, you can now use EMC SourceOne Email Management to perform similar processing of public folder content. This may make it easier to migrate from EMC EmailXtender to EMC SourceOne Email Management without losing any existing capabilities.

Restrictions and considerations when processing public folder content EMC SourceOne Email Management supports processing of public folders differently than EMC EmailXtender, specifically:

There is no activity to update shortcuts for public folder content.

The EMC SourceOne primary service account must have owner rights to the public folders to be processed by the public folder activities.

EMC SourceOne Email Management does not archive or shortcut public folder content that was archived or shortcut by EMC EmailXtender.

This means that if an EMC SourceOne Email Management archive or shortcut activity (including those for public folders) specifies on the Item Type page that content should be reprocessed using the Reprocess items (for archive activities) or the Process only previously archived items (for shortcut activities), that content will not be archived or shortcut if it is EMC EmailXtender content.

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Configuring public folder archiving and shortcutting Before archiving and shortcutting public folder content, you should plan how best to structure the mapped folders and permissions in EMC SourceOne Email Management to reflect the structure and permissions associated with your public folders, as described in the following sections:

Public Folder activities require EMCSourceOne MAPI profile on EMC SourceOne console on page 680

Planning mapped folder structure with public folders on page 681

Planning mapped folder permissions use with public folders on page 681

Summary of creating an Archive - Microsoft Exchange Public Folder activity on page 685

Public Folder activities require EMCSourceOne MAPI profile on EMC SourceOne console

Public folder activities require that the EMC SourceOne console user have a MAPI profile named EMCSourceOne configured for their mailbox. Attempting to create public folder activities without this profile causes the following error to be issued by the EMC SourceOne console:

Failed to validate changes.

To associate the EMCSourceOne MAPI profile with the EMC SourceOne console user, you can do either of the following:

Install and use the EMC SourceOne console on an EMC SourceOne worker server which already has the EMCSourceOne MAPI profile defined for the administrator.

Modify the administrators MAPI profile name on the computer that is not an EMC SourceOne worker computer to be EMCSourceOne and then log in to the local Outlook client using the new profile. Now the administrator can use the EMC SourceOne console to create and manage public folder activities.

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Planning mapped folder structure with public folders Before archiving and shortcutting public folder content, you should plan the structure of the mapped folders in the archive as follows:

Analyze the structure of the public folders from which you plan to archive and shortcut the content.

Review the structure of your public folders and determine how many mapped folders to use for the public folder content.

If you have many public folders and you want to create multiple mapped folders for that content, you may want to create a worksheet detailing how the content of each public folder is placed in each mapped folder. Refer to Chapter 6, Configuring Mapped Folders, for more information on creating and using mapped folders.

If Exchange public folders are administered separately from EMC SourceOne, coordinate the proposed mapped folder structure for the archived content with the Exchange administrator to identify any potential problems.

Review the permissions on the public folders and the mapped folders as described in Planning mapped folder permissions use with public folders on page 681.

Planning mapped folder permissions use with public folders Before archiving and shortcutting public folder content, you should plan the permissions associated with the mapped folders in the archive as follows:

Analyze the permissions on the public folders from which you plan to archive and shortcut and determine if you need similar or different permissions on the mapped folders in the archive.

Determine how much access you want to allow users, or groups of users, to each of the mapped folders in the archive. If you have different permissions on different public folders, you may need to take that into account when creating the mapped folders to contain that public folder content. Refer to Chapter 6, Configuring Mapped Folders, for more information on creating and using mapped folders.

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If Exchange public folders are administered separately from EMC SourceOne Email Management, discuss the proposed mapped folder permissions for the archived content with the Exchange administrator to identify any potential problems.

If the Exchange administrator manages permissions on individual public folders, not setting the permissions correctly on the corresponding mapped folders could possibly result in problems with the local public folder permissions policies.

Verify that all users who will be accessing archived or shortcut public folder content have a minimum of the following permissions on the Exchange public folders they will be accessing:

Read: Full Details

Write: Edit all

Delete Items: None

Other: Folder visible

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Figure 184 Microsoft Exchange Public Folder Properties dialog

If you have EMC SourceOne Email Management, EMC EmailXtender, and Offline Access in your environment, and users need to retrieve EmailXtender-created shortcuts in public folders, ensure that Offline Access users have Read All permission on the mapped folders associated with the EmailXtender archive.

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Figure 185 EMC SourceOne Mapped Folder Properties dialog

Refer to Chapter 6, Configuring Mapped Folders, for more information on setting mapped folder permissions. Refer to the EMC SourceOne Email Management Offline Access Installation and Administration Guide for more information on that product.

Review the structure of the public folders and the mapped folders as described in Planning mapped folder structure with public folders on page 681.

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Summary of creating an Archive - Microsoft Exchange Public Folder activity

The following is a summary of how to use the Archive - Microsoft Exchange Public Folder activity to archive content in Exchange public folders. For details on the activity pages described, see the description of those pages in Chapter 16, Configuring Email Management Activities.

Refer to Editing activities in an organizational policy in Chapter 16, Configuring Email Management Activities, for information on how to edit an activity after it has been created.

To create an Archive - Microsoft Exchange Public Folder activity, do the following:

1. Create one or more mapped folders to contain the archived public folder content. In order to completely create an Archive - Microsoft Exchange Public Folder activity, you must specify one or more mapped folders to contain the archived content.

Review any plans you previously made for creating the mapped folders, as described in Planning mapped folder structure with public folders on page 681.

2. Select the Organizational Policy to which you want to add the new activity and select Action > New Activity to create new activity. The Activity Type page displays.

3. On the Activity Type page, select Archive - Microsoft Exchange Public Folders as the type of activity to create and click Next. The Select Data Sources page displays.

4. On the Select Data Sources page, select the Exchange public folder content to be processed. Refer to the description of the Select Data Sources page in Chapter 16, Configuring Email Management Activities, for more information on the options.

When you have completed selecting the folders containing the content to process, click Next. The Item Types page displays.

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5. On the Item Types page, select which Exchange item types you want to archive using the Item Types page. You can select them individually, or select all item types by clicking Select All.

Optionally, select the Reprocess items option to cause the selected item types that have already been processed to be processed again. Typically, this option is used in a disaster recovery situation. Refer to the EMC SourceOne Disaster Recovery Solution Guide for more information.

Click Next when you have selected the item types to be archived. The Dates page displays.

6. On the Dates page, select the date range of the messages you want to archive from the public folders.

Click Next when you have selected the date range of the messages to be archived. The Attachments Filter page displays.

7. On the Attachments Filter page, select the attachment options you want to use when archiving from public folders.

Click Next when you have selected the attachment options for the messages to be archived. The Message Types Filter page displays.

8. On the Message Types Filter page, select the types of messages to include or exclude.

Click Next when you have selected the filters to select the message types to be archived from the public folders. The Message Size Filter page displays.

9. On the Message Size Filter page, specify the size of the content to be archived and click Next. The Business Components page displays.

10. On the Business Components page, select the business components you want to enable. By default, the Address Rules business component is enabled. Click Next when done. If Address Rules are selected, the Specify Filtering Rules page displays, if not, the Schedule page displays.

11. On the Specify Filtering Rules page, specify the rules to use to process the public folder content. Refer to Chapter 23, Using Email Management Rules, for more information.

Click Next when you have specified the rules options. The Schedule page displays.

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12. On the Schedule page, select when you want the Archive - Microsoft Exchange Public Folder activity to run, and how often you want it to repeat.

Click Next when you have scheduled the activity. The Activity Name page displays.

13. On the Activity Name page, enter a name for the activity in the Name field. If you want to enable detailed logging, select Enable Detailed Logging.

Refer to Chapter 12, Using Job Logs, for more information about job logging.

Click Finish and the activity is complete and ready to execute.

The results pane lists the new activity below the policy to which it belongs. The status of the new activity is set to Active.

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Summary of creating a Shortcut - Microsoft Exchange Public Folder activity

To shortcut content in Exchange public folders, you create and run a Shortcut - Microsoft Exchange Public Folder activity using the EMC SourceOne console. If the content you indicate to be shortcut has not already been archived, it will be archived before being shortcut.

Note: Content that is automatically archived by the Shortcut - Microsoft Exchange Public Folder activity will not make use of address rules. To use address rules when archiving public folder content, you must use the Archive - Microsoft Exchange Public Folder activity to archive the content.

The following is a summary of how to use the Shortcut - Microsoft Exchange Public Folder activity to shortcut content in Exchange public folders. For details on the activity pages described, see the description of those pages in Chapter 16, Configuring Email Management Activities.

Refer to Editing activities in an organizational policy in Chapter 16, Configuring Email Management Activities, for information on how to edit an activity after it has been created.

Note: Before creating Shortcut activities, refer to Chapter 18, Shortcut Activities, for prerequisites. Refer to Chapter 11, Common and Email-specific Best Practices,for information on how best to deploy shortcuts in an organization.

To create a Shortcut - Microsoft Exchange Public Folder activity, do the following:

1. Verify that there are one or more mapped folders containing the archived public folder content.

In order to completely create a Shortcut - Microsoft Exchange Public Folder activity, you must specify one or more mapped folders that contain the archived content to be shortcut.

Review any plans you previously made for the mapped folders, as described in Planning mapped folder structure with public folders on page 681.

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2. Verify that an external URL has been configured using the Application Configuration node. An external URL is required before creating a Shortcut - Microsoft Exchange Public Folder activity. To specify an external URL, refer to Chapter 8, Configuring Applications and Web Services.

3. Select the Organizational Policy to which you want to add the new activity and select Action > New Activity to create new activity. The Activity Type page displays.

4. On the Activity Type page, select Shortcut - Microsoft Exchange Public Folders as the type of activity to create and click Next. The Select Data Sources page displays.

5. On the Select Data Sources page, select the Exchange public folder content to be processed. Refer to the description of the Select Data Sources page in Chapter 16, Configuring Email Management Activities, for more information on the options.

When you have completed selecting the folders containing the content to process, click Next. The Item Types page displays.

6. On the Item Types page, select which Exchange item types you want to shortcut.

You can select the item types individually by clicking in the selection box next to each, or select all item types using the Select All option.

Select the Process only previously archived items option to only shortcut those item types that have previously been archived.

Note that the item types you can shortcut are a subset of those you can archive; only the following are supported for shortcutting:

Appointments

Email Messages

Meetings

Click Next when you have selected the item types to be shortcut. The Dates page displays.

7. On the Dates page, select the dates of the messages you want to shortcut from public folders.

Click Next when you have selected the date range of the messages to be shortcut. The Attachments Filter page displays.

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8. On the Attachments Filter page, select the attachment options you want to use when shortcutting from public folders.

Click Next when you have selected the attachment options for the messages to be shortcut. The Message Size Filter page displays.

9. On the Message Size Filter page, select the size of messages to include in, or exclude from, the shortcutting process.

Click Next when you have selected the Message Size Filter options for the messages to be shortcut. The Mapped Folder page displays.

10. On the Mapped Folder page, select the mapped folder in which to shortcut messages.

Click Next. The Shortcut Options page displays.

11. On the Shortcut Options page, select the appropriate options for the shortcuts to be created. Refer to Chapter 16, Configuring Email Management Activities, and Chapter 18, Shortcut Activities, for more information about these options.

Click Next when you have selected the Shortcut Options. The Schedule page displays.

12. On the Schedule page, select how often and when the Shortcut - Microsoft Exchange Public Folder activity should run.

Click Next when you have selected the Schedule options. The Activity Name page displays.

13. On the Activity Name page, select the name for this activity and select whether to enable detailed logging as follows:

In the Name field, enter a name for the new activity.

To collect detailed information on message processing by activities, select the Enable Detailed Logging option.

Refer to Chapter 12, Using Job Logs, for more information about job logging.

14. Click Finish.

The results pane lists the new activity below the policy to which it belongs. The status of the new activity is set to Active.

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Summary of creating a Restore Shortcuts - Microsoft Exchange Public Folder activity

The following is a summary of how an administrator can use the Restore Shortcuts - Microsoft Exchange Public Folder activity to restore shortcut content in Exchange public folders.

Administrators typically use the Restore Shortcuts - Microsoft Exchange Public Folder activity to restore large numbers of shortcuts in multiple public folders. If installed, EMC SourceOne Offline Access can also be used by administrators or end users to restore individual shortcuts in Exchange public folders.

For details on the activity pages described, see the description of those pages in Chapter 16, Configuring Email Management Activities. Refer to Editing activities in an organizational policy in Chapter 16, Configuring Email Management Activities, for information on how to edit an activity after it has been created.

To create a Restore Shortcuts - Microsoft Exchange Public Folder activity, do the following:

1. Select the Organizational Policy to which you want to add the new activity and select Action > New Activity to create new activity. The Activity Type page displays.

2. Verify that an external URL has been configured using the Application Configuration node. An external URL is required before creating a Restore Shortcuts - Microsoft Exchange Public Folder activity. To specify an external URL, refer to Chapter 8, Configuring Applications and Web Services.

3. On the Activity Type page, select Restore Shortcuts - Microsoft Exchange Public Folders as the type of activity to create and click Next. The Select Data Sources page displays.

4. On the Select Data Sources page, select the Exchange public folders that contains the shortcuts to be restored. Refer to the description of the Select Data Sources page in Chapter 16, Configuring Email Management Activities, for more information on the options. Click Next and the Dates page displays.

5. On the Dates page, select the dates of the shortcut messages you want to restore from the public folders. Click Next when you have selected the date range, and the Schedule page displays.

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6. On the Schedule page, select how often and when the Restore Shortcuts - Microsoft Exchange Public Folder activity should run.

Click Next when you have selected the Schedule options. The Activity Name page displays.

7. On the Activity Name page, select the name for this activity and select whether to enable detailed logging as follows:

In the Name field, enter a name for the new activity.

To collect detailed information on message processing by activities, select the Enable Detailed Logging option.

Refer to Chapter 12, Using Job Logs, for more information about job logging.

8. Click Finish.

The results pane lists the new activity below the policy to which it belongs. The status of the new activity is set to Active.

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Summary of creating a Delete - Microsoft Exchange Public Folder activity

The following is a summary of how to use the Delete - Microsoft Exchange Public Folder activity to delete content in Exchange public folders. For details on the activity pages described, see the description of those pages in Chapter 16, Configuring Email Management Activities.

Refer to Editing activities in an organizational policy in Chapter 16, Configuring Email Management Activities, for information on how to edit an activity after it has been created.

To create a Delete - Microsoft Exchange Public Folder activity, do the following:

1. Select the Organizational Policy to which you want to add the new activity and select Action > New Activity to create new activity. The Activity Type page displays.

2. On the Activity Type page, select Delete - Microsoft Exchange Public Folders as the type of activity to create and click Next. The Select Data Sources page displays.

3. On the Select Data Sources page, select the Exchange public folders that contains the content to be deleted. Refer to the description of the Select Data Sources page in Chapter 16, Configuring Email Management Activities, for more information on the options on this page.

Click Next and the Item Types page displays.

4. On the Item Types page, select which item types you want to delete. You can select them individually, or select all item types by clicking Select All.

Optionally, select the Reprocess items option to cause the selected item types that have already been processed to be processed again. Typically, this option is used in a disaster recovery situation. Refer to the EMC SourceOne Disaster Recovery Solution Guide for more information.

Click Next when you have selected the item types to be deleted. The Dates page displays.

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5. On the Dates page, select the dates of the messages you want to delete from the public folders. Click Next when you have selected the date range, and the Attachments Filter page displays.

6. On the Attachments Filter page, select the attachment options you want to use when deleting content from public folders.

Click Next when you have selected the attachment options. The Message Types Filter page displays.

7. On the Message Types Filter page, select the types of messages to include or exclude from deletion.

Click Next when you have selected the Message Types Filter options for the messages to be deleted. The Message Size Filter page displays.

8. On the Message Size Filter page, select the size of messages to include in, or exclude from, the deletion process.

Click Next when you have selected the Message Size Filter options for the messages to be deleted. The Delete Options page displays.

9. On the Delete Options page, select the whether to verify that content has been archived before it is deleted.

Click Next when you have completed using the Delete Options page. The Schedule page displays.

10. On the Schedule page, select how often and when the Delete - Microsoft Exchange Public Folder activity should run.

Click Next when you have selected the Schedule options. The Activity Name page displays.

11. On the Activity Name page, select the name for this activity and select whether to enable detailed logging as follows:

In the Name field, enter a name for the new activity.

To collect detailed information on message processing by activities, select the Enable Detailed Logging option.

Refer to Chapter 12, Using Job Logs, for more information about job logging.

12. Click Finish.

The results pane lists the new activity below the policy to which it belongs. The status of the new activity is set to Active.

User-Directed Archiving (UDA) Activities 695

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Describes how to configure and use user-directed archiving (UDA) with EMC SourceOne, and is organized as follows:

About UDA support ........................................................................ 696 Introduction ...................................................................................... 698 Main steps to configure user-directed archiving......................... 700 Configuring community archive or personal archive ................ 703 Considerations and limitations...................................................... 704 Archive - User Directed Archive activity ..................................... 707 Delete - User Directed Archive activity ........................................ 708 Shortcut - User Directed Archive activity .................................... 709

User-Directed Archiving (UDA)

Activities

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About UDA support The following sections list what is supported and not supported when using User-directed archiving (UDA):

Supported capabilities on page 696

Unsupported capabilities on page 697

Supported capabilities User-directed archiving (UDA) supports:

UDA folders configured with a parent folder.

UDA folders configured without a parent folder.

For Domino/Notes, UDA folders configured without a parent folder will exist at the same level as user-defined folders.

One level of UDA folders. For every mapped folder specified in the UDA Archive activity, there will be one UDA folder created in the users mailbox with the same name as the mapped folder.

If a parent folder is specified when the activity is created, the UDA folders will be child folders of the parent folder.

Subfolders created by the user in UDA folders will be processed. Messages are archived from user created child folders.

Renaming. If the UDA folder in the users mailbox is renamed, a subsequent UDA Archive activity will rename the folder to the same name as the mapped folder.

For example:

1. A UDA Archive activity specifies a mapped folder named Accounting, which is in the parent folder named User Archive Folders. This folder hierarchy is created in the users mailbox when the activity runs.

2. The user adds messages to the Accounting folder in his mailbox, but also changes the name of the Accounting folder to Banking.

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3. A subsequent UDA Archive activity is run against the users mailbox.

4. The UDA Archive activity discovers the folder name has changed, and will change the name of the folder from Banking back to Accounting.

Archiving shortcuts that users move to UDA folders. The original message is retrieved (behind the scenes) and archived to the UDA mapped folder.

Unsupported capabilities UDA does not support:

Archiving messages in the parent (root) folder. An error is logged if there are messages being processed in the parent (root) folder during the UDA Archive activity.

Message filtering based on UDA folders. (Normal archive filtering rules do apply.)

UDA folders are not disabled (as they are in EmailXtender 4.8 SP1) when the UDA Archive activity does not include a folder that has already been created in the users mailbox. If the user places messages in folders that are not specified in the UDA Archive activity, the messages will not be archived.

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Introduction This section is organized as follows:

What is user-directed archiving? on page 698

Uses and benefits of UDA on page 698

UDA folders on page 699

Messages and shortcuts can be placed in UDA folders on page 699

Searching UDA folders on page 699

What is user-directed archiving? With user-directed archiving (UDA), a mail user or mail application can direct messages to a specific folder in EMC SourceOne for archiving.

Users place messages in the UDA folders in their mailboxes. UDA Archive activities archive the messages from the UDA folders in user mailboxes to the corresponding EMC SourceOne mapped folders.

Note: User-directed archiving is optional.

Uses and benefits of UDA The uses and benefits of user-directed archiving include:

Personal archive for personal mail and storage management

Community archive for collaboration and retention

Reduced need for individual PST/NSF files

Faster search results by selecting targeted archive folders

Reduced costs with a smaller archive containing only relevant data

Introduction 699

User-Directed Archiving (UDA) Activities

UDA folders Archive folders in user mailboxes are called UDA folders. They are created by UDA Archive activities. UDA folders correspond to EMC SourceOne mapped folders that you map to archive folders, in the same way that you map folders for journaling, historical archiving, and PST/NSF archiving.

As with other mapped folders, for each mapped folder used for UDA you can configure:

Retention to control content disposition (specified on archive folders)

Rights to enable certain users to direct mail to and search mail in a particular folder (specified on mapped folders)

Messages and shortcuts can be placed in UDA folders Users can move either messages or shortcuts to UDA folders.

Searching UDA folders To search on archived messages in UDA folders, refer to the EMC SourceOne Search User Guide.

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Main steps to configure user-directed archiving The main steps to configure user-directed archiving are:

Step 1: Create archive folders on page 700

Step 2: Map and configure a mapped folder on page 700

Step 3: Create UDA folders in user mailboxes on page 701

Step 4: Create an activity to process UDA folders in user mailboxes on page 702

Step 1: Create archive folders To summarize:

1. Connect the archive to EMC SourceOne. Refer to Chapter 4, Connecting Archives.

2. In the archive, create archive folders for UDA. Refer to Chapter 5, Configuring Archives.

Step 2: Map and configure a mapped folder Refer to Chapter 6, Configuring Mapped Folders, for details.

To summarize:

1. Create an EMC SourceOne mapped folder of the same type (Personal or Community) as the type of user-directed archiving that you want to do. Refer to Configuring community archive or personal archive on page 703 for descriptions of UDA archive types.

2. Map the Personal or Community folder to an archive folder that you created for UDA in the archive.

3. Specify the users and groups allowed to search the Personal or Community folder.

4. For each user and group, specify Contributor permission on the Personal or Community folder. Refer to Chapter 6, Configuring Mapped Folders,for more information about user permissions for UDA folders.

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Step 3: Create UDA folders in user mailboxes Create a UDA Archive activity, which will create the corresponding empty UDA folders in user mailboxes.

You can specify that the UDA folders be created under a parent folder.

Figure 186 Example: UDA folders in Exchange Mailbox

Due to an Outlook 2003 issue, users may not see the new UDA folders in their mailboxes immediately. To see the new folders, users should click the Send\Receive toolbar button in Outlook.

Figure 187 Example: UDA folders in Notes Mailbox

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To see new UDA folders that were created while Notes was open, users must reopen the mailbox.

Notes users should drag and drop (or CTRL + drag and drop) to copy messages into a UDA folder instead of using copy and paste. Copying and pasting creates a new message, not a copy.

Refer to Chapter 16, Configuring Email Management Activities.

Step 4: Create an activity to process UDA folders in user mailboxes After users copy messages and shortcuts to the UDA folders in their mailboxes, create another UDA Archive activity to archive the messages and shortcuts.

Refer to Chapter 16, Configuring Email Management Activities.

Configuring community archive or personal archive 703

User-Directed Archiving (UDA) Activities

Configuring community archive or personal archive Refer to the following topics:

About community archive and personal archive on page 703

Best practices for UDA folders on page 704

About community archive and personal archive UDA has two usage models:

Community archive on page 703

Personal archive on page 703

When you create a UDA Archive activity, you choose whether to archive user messages to a Community mapped folder or a Personal mapped folder.

Community archive A UDA community archive is used for collaboration and sharing, and to retain shared items for the required amount of time. When a user puts a message into a UDA community folder, anyone in the To or From field who has access to that UDA folder can see content archived into this folder, regardless of whether he archived it, and will be able to search for that message.

Personal archive A UDA personal archive is used for personal messages and for storage management. When a user puts a message into a UDA personal folder, only that person will be able to search for the message (other than Administrators). Users can see only what they archived into this folder. None of the recipients, except for the sender and the person who put the message in the UDA folder, will be able to search for that message.

If another user puts the same message into the personal folder, then both users will be able to search for the message.

The messages are still single-instanced in the UDA folder.

Users can delete items from UDA personal archives.

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Best practices for UDA folders Best practice is to minimize the number of UDA folders.

For community archiving, you can configure multiple UDA Community folders based on retention policies (for example, 1 Year, 3 Year, 5 Year, and 10 Year).

Refer to Chapter 6, Configuring Mapped Folders, for additional recommendations.

Considerations and limitations User display names cannot include any @ signs. The @ sign in an

address is used to determine whether it is an SMTP address or some other address. UDA folders will not be created for users whose display name contains an @ sign.

The name of the optional parent folder that you specify must be unique. Do not use the name of an existing folder in Outlook or Notes.

The Parent Folder Name field defaults to User Archive Folders. If you choose to use a parent folder, and the name in the Parent Folder Name field does not match an existing parent folder, then EMC SourceOne will create a new set of UDA folders under the name shown, instead of processing the UDA folders you intended.

If the selected user UDA folders already exist under the old parent folder, then the selected user UDA folders will be moved to the new parent folder.

You can use UDA archive activities to create multiple parent folders for organizational purposes. For example, you could create a Personal Archive parent folder with one activity, and a Corporate Archive parent folder with another activity.

Since the UDA archiving activity does not rename UDA parent folders that already exist in Outlook, you should discourage users from renaming UDA parent folders in Outlook. Assume a user renames a UDA parent folder in Outlook (for example, from User Archive Folders to My Archive Folders).

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If you run another UDA archiving activity using the original parent folder name User Directed Folders, the activity does not rename My Archive Folders to User Archive Folders. The user will see two UDA parent folders in Outlook.

When you create a UDA Archiving activity, typically you will select the Use all option on the Datepage in the New Activity wizard. The assumption is that users want those messages archived regardless of the date.

Domino/Notes: Any records in the user-directed archiving (UDA) folders of a Notes client will also display in the All Documents and Mail Threads views. If you create a Delete - Historical activity and include these two views, the Delete - Historical activity will delete items from your UDA folders, even though the activity was not a Delete - User Directed Archive activity.

Domino/Notes: The EMC SourceOne account requires the following permissions on all user mail files:

If you implement UDA, then the EMC SourceOne account must have Manager rights.

If you do not implement UDA, then the EMC SourceOne account needs Editor rights with the ability to delete records.

Domino/Notes: Because EMC SourceOne programmatically adds the UDA folders to the mail users database, it is necessary to sign the UDA folders and to add the user who will be running UDA Archiving activities to the Execution Control List for Notes. Do this in one of two ways:

Set up a policy in Domino and add the user to the Administrative ECL on the server. Users can manually refresh their local ECL or have the ECL pushed down to them.

When the Execution Security Alert appears for the first time, users can select the Start trusting the signer to execute this action option, and Notes will automatically add the correct user and permissions to the users local ECL.

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Figure 188 Domino/Notes: Execution Security Alert

Archive - User Directed Archive activity 707

User-Directed Archiving (UDA) Activities

Archive - User Directed Archive activity Use the Archive - User Directed Archive activity to:

Create UDA folders in users mailboxes.

Archive the items that users place in their UDA folders to Community or Personal folders.

An Archive - User Directed Archive activity uses the following pages in the New Activity wizard:

Activity Type

Data Source Types

Select Data Sources

Item Types

Dates

Attachments Filter

Message Types Filter

Properties

Message Size Filter

Schedule

Activity Name

Refer to Chapter 16, Configuring Email Management Activities, for details.

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Delete - User Directed Archive activity Use the Delete - User Directed Archive activity to delete items from UDA Community or Personal folders.

A Delete - User Directed Archive activity uses the following pages in the New Activity wizard:

Activity Type

Data Source Types

Select Data Sources

Item Types

Dates

Attachments Filter

Message Types Filter

Message Size Filter

Properties

Delete Options

Schedule

Activity Name

Refer to Chapter 16, Configuring Email Management Activities, for details.

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Shortcut - User Directed Archive activity Use the Shortcut - User Directed Archive activity to shortcut items in UDA Community or Personal folders.

A Shortcut - User Directed Archive activity uses the following pages in the New Activity wizard:

Activity Type

Data Source Types

Select Data Sources

Item Types

Dates

Attachments Filter

Message Size Filter

Properties

Shortcut Options

Schedule

Activity Name

Refer to Chapter 16, Configuring Email Management Activities, for details.

For information on:

Updating shortcuts, refer to Update Shortcuts - Historical & User Directed Archive activity on page 624.

Restoring shortcuts, refer to Restore Shortcuts - Historical & User Directed Archive activity on page 625

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Using Email Management Rules 711

23

Describes how to use rules with email management activities in EMC SourceOne, and is organized as follows:

Rule concepts .................................................................................... 712 Best practices for using rules.......................................................... 716 Creating rules ................................................................................... 722 Archiving messages which do not match any rules ................... 743 Editing rules...................................................................................... 744 Copying and pasting rules ............................................................. 745 Deleting rules.................................................................................... 746

Using Email Management Rules

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Rule concepts Before using rules within activities, review the following concepts:

Overview of rules on page 712

Overview of rule criteria on page 713

Using metadata as rule criteria on page 714

Using the message owner as rule criteria on page 714

Overview of rules You create rules within activities to cause messages to be archived into mapped folders. Creating rules on page 722 describes how to create rules. Chapter 6, Configuring Mapped Folders,describes how to configure and use mapped folders.

Messages which match the rule criteria are stored in the mapped folder assigned to that rule. For example, a rule can place all messages from John Smith into a mapped folder called SmithArchive. The criteria you can use to match a message to a rule includes one or more of the following:

Email addresses or distribution lists (groups) that were part of the message

Words that occur in the message subject

The owner of the message (refer to Using the message owner as rule criteria on page 714 for more information)

Custom metadata that has been added to the message or message address (refer to Using metadata as rule criteria on page 714 for more information)

Overview of rule criteria on page 713 provides more detail on rule criteria.

If a message matches multiple rules, that message will be copied into the folder associated with each rule that it matches. Also, if multiple rules all specify the same folder, any message matching any of those rules will be archived in that folder.

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If a message does not match any of the rules you have defined, the message will not be archived. If you want all messages to be archived, you can specify that messages which do not match any rule will be archived as well by specifying the Copy messages that do not match any rule to: option on the Specify Filtering Rules page of the activity wizard. Refer to Creating rules on page 722 for more information on this option.

Overview of rule criteria When you create or modify a rule you need to create or modify the criteria associated with the rule. These criteria include one or more of the following:

The mapped folder that will store the messages matching the rule conditions. Rule Specify Rule Target Folder page on page 725 describes how to specify the folder for a rule.

The name of the rule and the conditions associated with the rule. Rule Specify Rule Criteria page on page 726 describes how to specify a rule name and rule conditions.

The email addresses, if specified, contained within the rule conditions. Rule wizard Data Sources dialog on page 730 describes how to specify email addresses to match within a rule condition.

The external mail domains, if specified, contained within the rule conditions. Rule Select Mail Domains dialog on page 738 describes how to specify external mail domains to match within a rule condition.

The message owners, if specified, contained within the rule conditions. Rule wizard Data Sources dialog on page 730 describes how to specify message owners to match within a rule condition. Using the message owner as rule criteria on page 714 provides additional background on using owners in rule criteria. Note that only individual email addresses, and not groups or distribution lists of email addresses, can be message owners.

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The keywords, if specified, contained within the rule conditions. Rule Select Keywords dialog on page 739 describes how to specify keywords to match within a rule condition.

The custom metadata, if specified, contained within the rule conditions. Rule Custom Metadata dialog on page 740 describes how to specify the custom metadata to match within a rule condition. Using metadata as rule criteria on page 714 provides additional background on using metadata in rule criteria.

Using metadata as rule criteria EMC SourceOne address rules can be used with applications that assign custom metadata to email messages.

You can use rule criteria to specify whether the value of the metadata field equals, contains, or does not contain the metadata field you specify. For example, you can specify that messages with the department metadata field set equal to a value of 1234 should match the rule.

Rule Custom Metadata dialog on page 740 describes how to create rules that work with custom metadata that are part of email messages.

Using the message owner as rule criteria Messages archived by EMC SourceOne have one or more owners associated with them. You select the Owned by people rule criteria to specify that a rule should match messages based on message ownership.

You select the one or more owners using the Data Sources dialog as described inRule wizard Data Sources dialog on page 730.

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A message may have one or more message owners. Message ownership is determined by which activity was used to archive the message as shown in Table 73 on page 715.

Chapter 16, Configuring Email Management Activities, provides more information on the various types of activities.

Table 73 Determining message owner by archiving activity

Activity used to archive Message Owner

Journal The message owner is any email address that the message was received from, or sent to, including Cc and Bcc recipients.

Archive - Historical Archive - User

Directed Archive

The one or more mailboxes to be archived are analyzed by EMC SourceOne and one or more owners are automatically assigned to messages in those mailboxes based on the results of the analysis.

Archive - Personal Mail Files

The one or more Microsoft Outlook .PST files or IBM Lotus Notes .NSF files to be archived are analyzed and EMC SourceOne attempts to automatically assign one or more owners to messages in those files based on the results of the analysis. if owners cannot be assigned, the administrator must assign ownership.

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Best practices for using rules The following are best practices for using rules. You should review this information prior to using rules.

Enable the use of address rules on page 716

Keep rules simple: messages must match all rule conditions to match the rule on page 717

Review address rules component position when multiple business components are defined on page 718

Archive messages that do not match any other rule on page 718

Use a directory service to specify many addresses in a rule on page 718

Be aware of rule processing of email addresses and distribution lists or groups on page 719

Be aware of rule processing of Directly To distribution list rules and Exchange 2003 BCC recipients on page 720

Use the Owned by people rule criteria to match all messages sent to an Exchange user and archived using historical archiving on page 720

Remove users from rules when they are removed from the mail system on page 720

Do not use Domino group SMTP aliases in rules on page 721

Enable the use of address rules In most cases, you should select the Address Rules component on the Business Components page of the activity wizard. The Address Rules component determines which messages should be archived and where those messages should be archived. If the Address Rules component is not selected, messages will not be archived and that data will be lost.

The only time to not select the Address Rules component is when you:

Have installed and selected another component that will archive the messages.

Do not want the messages to be archived.

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If you do not select the Address Rules component on the Business Components page of the activity wizard, the Address Rules Undefined dialog is displayed.

Figure 189 Address Rules Undefined dialog

To continue to create or modify the activity, do one of the following:

To continue without selecting the Address Rules component, and potentially not archive messages, select the I have read this warning and understand the implications option and click Continue.

To dismiss this dialog and return to the Business Components page where you can select the Address Rules component, click Cancel.

Refer to Rule concepts on page 712 for more information on rule concepts.

Keep rules simple: messages must match all rule conditions to match the rule When you define a rule, that rule can have one or more conditions associated with it. If you define multiple conditions for a rule, only messages matching all of those conditions will be archived by that rule.

If a message meets only some of the conditions of the rule, the message will not be archived by that rule.

To make rule processing as simple and maintainable as possible, try to have as few conditions as possible defined for each rule.

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Review address rules component position when multiple business components are defined

Business components process messages sequentially from top to bottom in the order listed on the Business Components page. By default, only the Address Rules component is listed, but other business components can be installed.

If multiple business components are available in your EMC SourceOne installation, verify that the Address Rules component occurs after any business component that changes the messages to be processed by the rules.

The Address Rules component must occur last in the processing list to ensure that messages are archived by EMC SourceOne.

Archive messages that do not match any other rule You can select an option to archive messages that are not collected by any other rule by selecting the Copy messages that do not match any rule to: option on the Specify Filtering Rules page. When this option is selected, all messages are archived, including those messages rejected by some rules.

Note: When this option is not selected, messages which do not match a rule are not archived.

This option is useful for verifying that all the other rules you have defined are collecting all the messages you intended, as it will only archive those messages that the other rules do not archive.

Use a directory service to specify many addresses in a rule When creating a rule with a large number of addresses, using a directory service may perform better than using a Microsoft Exchange or Lotus Domino address book, especially when specifying many users (more than 4,000) for a rule.

If you have an LDAP (Lightweight Directory Access Protocol) or Microsoft Active Directory Services (ADS) server, you can configure rules that filter messages against the directory services schema in addition to or in place of the mail system address book or directory.

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Be aware of rule processing of email addresses and distribution lists or groups When a distribution list or group is entered into rules containing certain conditions, that distribution list or group is expanded so that all members of that list are considered part of the rule. This occurs with rules containing the following conditions:

From people or distribution list From people or group

To people or distribution list To people or group

To or From people or distribution list To or From people or group

Periodically, the EMC SourceOne Address Cache service (ExAddressCacheService.exe) checks to see if new rules have been added to the system. The EMC SourceOne Address Cache service also reviews and updates (if necessary) existing rules and email addresses used by rules once a day (at 2 am by default). The review and update process is also performed for all addresses in a rule whenever that rule is modified.

The EMC SourceOne Address Cache service reviews the following information and updates it when necessary:

Updates a distribution list or group used by a rule if the list has had one or more email addresses added or removed.

Updates the name portion (such as John Smith) of an email address used by a rule if that name has changed. This applies both to single email addresses and email addresses within distribution lists or groups.

Updates the address portion (such as JSmith@example.com) of an email address used by a rule if that address has changed. This applies both to single email addresses and email addresses within distribution lists or groups.

Any jobs that start while the EMC SourceOne Address Cache service has the database tables locked for update will be retried three times. If none of these attempts are successful, the job fails to start and that event is logged. If a job is executing when a rule that affects it is changed or added, that rule will not be used until the next time that job executes.

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Be aware of rule processing of Directly To distribution list rules and Exchange 2003 BCC recipients

Messages sent to an Exchange 2003 distribution list will not be collected by a rule if the distribution list occurs on a BCC field in the message and the rule processing the message uses the Directly To distribution list or the Directly To or From distribution list rule criteria to collect messages sent to that distribution list.

Such messages are not collected by the rule by Exchange 2003 envelope journaling because Exchange 2003 removes distribution lists from messages if the distribution list occurs in the BCC field. Exchange 2007 does not remove BCC distribution lists.

Use the Owned by people rule criteria to match all messages sent to an Exchange user and archived using historical archiving

If an Exchange mailbox has been archived using the Archive - Historical or the Archive - Personal Mail File activities, use the Owned by people rule criteria (specifying the Exchange mailbox you want to archive as the owner) to ensure that the rule criteria matches all mail sent to the owner of that mailbox.

If you do not use the Owned by people rule criteria, messages sent to that user using the BCC field will not be captured. For example, if you use the To people or distribution list member(s) rule criteria, messages sent to that user where that user is listed on the BCC field will not be matched by the rule and so will not be archived.

Remove users from rules when they are removed from the mail system Rules can contain the names of users, groups or distribution lists used in Domino or Exchange mail systems. When such a user, group, or distribution list has been removed from the Exchange or Domino mail system, they must also be manually removed from any rules that specify them.

Rules that contain users, groups, or distribution lists that no longer exist are invalid and should be modified or deleted.

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Do not use Domino group SMTP aliases in rules If domain aliasing is enabled on the Domino server, and an EMC SourceOne rule specifies an alias SMTP group, messages sent to or from that alias SMTP group will not be processed by the rule.

Do not use Domino group SMTP aliases in rules.

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Creating rules You create rules to select which messages should be archived by activities.

Note: If the Copy messages that do not match any rule to: option on the Specify Filtering Rules page is not selected, messages which do not match a rule are not archived.

The following sections provide additional information on using rules and activities:

Rule concepts on page 712

Best practices for using rules on page 716

Chapter 16, Configuring Email Management Activities

Perform the following tasks to create a rule.

1. If not already done, enable the use of rules for the activity by selecting the Address Rules component on the Business Components page of the activity wizard.

Refer to Enable the use of address rules on page 716 for information on the implications of not selecting the Address Rules component.

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Figure 190 Business Components page in the activity wizard

The Business Components page lists all components that are available in your system. By default only the Address Rules component is available.

2. If multiple components are listed on the Business Components page, verify that the Address Rules component is listed below any component that would change the messages to be processed by the rule. Components process messages in the order they are listed, from top to bottom.

3. If you need to change the position of one or more components in the list on the Business Components page:

a. Select the component to be moved.

b. Click the up arrow to move the component higher in the list. Click the down arrow to move the component lower in the list.

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4. When the components are ordered correctly, click Next. The Specify Filtering Rules page displays.

Figure 191 Specify Filtering Rules page in the activity wizard

The Specify Filtering Rules page shows the names of the rules, if any, that are defined for the activity. On this page you can:

Click New Rule to create a new rule to archive messages. The Specify Rule Target Folder page displays. Refer to Rule Specify Rule Target Folder page on page 725.

Select Copy messages that do not match any rule to: to cause messages which do not match any rule to be archived. Refer to Archiving messages which do not match any rules on page 743.

Click Edit to edit a rule. Refer to Editing rules on page 744.

Click Copy to copy a rule and Paste to paste a rule you have previously copied. Refer to Copying and pasting rules on page 745.

Click Delete to delete a rule. Refer to Deleting rules on page 746.

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Rule Specify Rule Target Folder page

Each rule must specify a mapped folder in which to place messages which match the rule. The mapped folder must exist before the rule is created. Chapter 6, Configuring Mapped Folders,describes how to configure and manage mapped folders.

You specify this mapped folder using the Specify Rule Target Folder page of the Rule wizard as follows:

1. Click Next on the Specify Filtering Rules page. The Specify Rule Target Folder page displays.

Figure 192 Specify Rule Target Folder page

2. Review the list of folders displayed and select the folder in which you want to store messages matching the rule by clicking that folder name.

3. Click Next to continue defining the rule. The Specify Rule Criteria page displays and is described in Rule Specify Rule Criteria page on page 726.

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Rule Specify Rule Criteria page

Use the Specify Rule Criteria page of the rule wizard to specify the conditions associated with a rule. If the conditions are met by a message, that message is archived in the folder associated with the rule. If you select multiple conditions for a rule, all the conditions must be met for a message to be archived into the folder associated with that rule.

Figure 193 Specify Rule Criteria page in the rule wizard

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To specify the conditions associated with a rule using the Specify Rule Criteria page:

1. Enter a name for the rule you are creating in the Name of rule field.

2. Decide whether to use rule criteria or not.

If you do not specify any conditions and click Finish, all messages will be placed in the folder you specified and the Specify Filtering Rules page will display. Continue as described in Creating rules on page 722.

If you specify one or more conditions, only messages matching all those conditions will be placed in the folder you specified. To specify those conditions, continue to step 3.

3. Select one or more appropriate conditions from the list by selecting the option box next to the condition. For example, select the Directly From distribution list condition.

The condition name can vary depending on the mail system selected. If the mail system is Domino, the term "group" is used in the condition name. If the mail system is Exchange, the term "distribution list" is used in the condition name.

Note that if you select multiple conditions for a rule, all the conditions must be met by a message for it to match the rule.

Table 74 on page 727 lists the possible conditions you can select:

Table 74 Description of rule conditions

Condition name Matching message must

From people or group member(s) From people or distribution list member(s)

Be from the specified email address, the specified email distribution list or email group, or the email address of any member of the specified distribution list or group.

To people or group member(s) To people or distribution list member(s)

Be to the specified email address, the specified email distribution list or email group, or the email address of any member of the specified distribution list or group. This includes being a To, CC, or BCC recipient.

To or From people or group member(s) To or From people or distribution list member(s)

Be to or from the specified email address, the specified email distribution list or email group, or the email address of any member of the specified distribution list or group. This includes being a To, CC, or BCC recipient.

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Directly From distribution list Be from the specified distribution list only. The email addresses of the members of the distribution list are not considered by the rule. Note that Notes users cannot send email from a group.

Directly To group Directly To distribution list

Be to the specified distribution list or group email address only. The email addresses of the members of the distribution list or group are not considered by the rule.This includes having the group or distribution list being a To, CC, or BCC recipient.

Directly To or From group Directly To or From distribution list

Be to or from the specified distribution list address only. The email addresses of the members of the distribution list are not considered by the rule. This includes having the distribution list being a To, CC, or BCC recipient. Note that Notes users cannot send email from a group.

From specific external domain Be from an email address with an email address domain matching the external domain specified. For example, if the domain example.com is specified, email sent from Smith@example.com or Jones@example.com will match the rule.

To specific external domain Be to an email address with an email address domain matching the external domain specified. For example, if the domain example.com is specified, email sent to Smith@example.com or Jones@example.com will match the rule.

To or From specific external domain Be to or from an email address with an email address domain matching the external domain specified. For example, if the domain example.com is specified, email sent to or from Smith@example.com or sent to or from Jones@example.com will match the rule.

Owned by people Be owned by one or more of the email addresses listed in the rule criteria.

With specific words in the subject Contain the specified word or words in the subject portion of the message.

Messages with custom metadata Contain a metadata field that meets the condition and value specified in the rule criteria.

Table 74 Description of rule conditions (continued)

Condition name Matching message must

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4. Click the underlined variable portion of the condition to change it from a variable to an actual value, such as an email address or distribution list. When you click the underlined variable portion, one of the following dialogs is displayed to change the variable to an actual value:

If the condition variable is people, people or group, people or distribution list, distribution list, or group, the Data Sources dialog is displayed. For example, click the distribution list variable in the Directly From distribution list condition to select an actual distribution list from the mail server to match in the rule.

Rule wizard Data Sources dialog on page 730 describes how to use the Data Sources dialog to continue creating or modifying a rule.

If the condition variable is specific external domain, the Select Mail Domain dialog is displayed. For example, click the specific external domain variable in the To or From specific external domain condition to select an actual mail domain to match in the rule.

Rule Select Mail Domains dialog on page 738 describes how to use the Select Mail Domains dialog to continue creating or modifying a rule.

If the condition variable is specific words, the Select Keywords dialog is displayed. For example, click the specific words variable in the With specific words in the subject condition to select the actual words to match in the rule.

Rule Select Keywords dialog on page 739 describes how to use the Select Keywords dialog to continue creating or modifying a rule.

If the condition variable is custom metadata, the Custom Metadata dialog is displayed. For example, click custom metadata in the Messages with custom metadata condition to select the metadata to match in the rule.

Rule Custom Metadata dialog on page 740 describes how to use the Custom Metadata dialog to create rule criteria using custom metadata.

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Rule wizard Data Sources dialog Use the rule wizard Data Sources dialog to select the email addresses for the rule. This dialog is also used to select email addresses for message owners. Using the message owner as rule criteria on page 714 describes what constitutes a message owner.

Figure 194 Initial rule wizard Data Sources dialog

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Select an option in the Choose by field to specify how to select your email address for the rule criteria.

After you select the data source,the Data Sources dialog is updated differently, depending on which option you selected.

When best to use LDAP queries to select data sources on page 337 describes when best to use LDAP to select a data source.

Select Address Book to use an Exchange mail server address book to locate an email address. This option is only available for Exchange mail servers.

The Data Source page for Exchange address books displays. Exchange address book Data Sources dialog on page 732 describes how to use this page.

Select Directory to use a Domino mail server directory to locate an email address. This option is only available for Domino mail servers.

The Data Source page for Domino directories displays. Domino directory Data Sources dialog on page 733 describes how to use this page.

Select SMTP Addresses to specify an external SMTP address.

The Data Source page for SMTP addresses displays. SMTP addresses Data Sources dialog on page 734 describes how to use this page.

Select LDAP in the Choose by field to use an LDAP query to locate an email address.

The Data Source page for using LDAP queries to find email addresses displays. LDAP Data Sources dialog on page 735 describes how to use this page.

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Exchange address book Data Sources dialog When the Data Source page for Exchange address books displays, do the following.

Figure 195 Exchange Address Book dialog

1. Select the email address or distribution list you want to associate with the rule and click OK.

The Specify Rule Criteria page displays with your selected email address or distribution list inserted into the previously selected rule.

2. Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 725.

Chapter 16, Configuring Email Management Activities, provides additional information on using data sources outside of the context of rules.

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Domino directory Data Sources dialog When the Data Source page for Domino directories displays, the list of available directories is displayed. Using this dialog, do the following:

1. Select the directory to use from the list displayed and click Add. The Select Users dialog displays.

Figure 196 Domino directory Select Users dialog

2. Select the email addresses to add and then click Addresses to add them to the Recipients list for the rule.

To remove an email address from the Recipients list, select the email address and click Remove.

To remove all the email addresses from the list, click Remove All.

To search for an email address in the selected directory, enter the initial text of that address in the Starts with field.

3. When you are done creating the list of email addresses, click OK. To not create a list of email addresses, click Cancel.

4. Assuming you click OK, the Specify Rule Criteria page displays with your selected email address or group inserted into the previously selected rule.

5. Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 725. Chapter 16, Configuring Email Management Activities, provides additional information on using data sources outside of the context of rules.

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SMTP addresses Data Sources dialog When the Data Source page for SMTP addresses displays, do the following:

Figure 197 Rules Data Sources dialog box for SMTP Addresses

1. Enter the external SMTP address in the Enter SMTP Address field and click Add.

To remove an address from the list of addresses, select the address and click Remove.

To modify an address on the list, select the address and click Edit. The Edit SMTP Address dialog displays. In the Edit SMTP Address dialog, modify the address and then click OK. The modified address is now displayed in the list on the Data Source page for SMTP addresses.

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Figure 198 Edit SMTP Address dialog

2. When you are done creating the list of email addresses, click OK. To not create a list of email addresses, click Cancel.

3. Assuming you click OK, the Specify Rule Criteria page displays with your selected email address or distribution list inserted into the previously selected rule.

4. Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 725

Chapter 16, Configuring Email Management Activities, provides additional information on using data sources outside of the context of rules.

LDAP Data Sources dialog When the Data Source page for LDAP queries for email addresses displays, define an LDAP query to locate an email address for a rule as follows:

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Figure 199 Rules Data Sources dialog for LDAP

1. Select the LDAP server to use in the Select Server field.

If the server to use is not listed, add it to the list by clicking New. The LDAP Server Configuration dialog displays. Specifying a new LDAP server on page 494 describes how to use the LDAP Server Configuration dialog to create an LDAP server.

2. Specify whether or not your LDAP directory server contains identity information. Perform one of the following steps:

If in an Exchange environment where the directory server you specified contains identity information, select the Directory server contains identities to improve LDAP query performance.

If in a Domino environment, or if in an Exchange environment where the directory server you specified is not configured to contain identities, clear the Directory server contains identities (default).

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Note: This option does not apply to Domino servers or to LDAP queries executed locally using the Execute or Test buttons. In those cases, the option is ignored without error or user notification. When this option is selected for Exchange, ADSI (Active Directory Service Interface) is used to access the information.

3. Specify the LDAP query to use to get the email address in the Query field. LDAP query syntax on page 497 describes how to construct an LDAP query.

4. Click Execute to run the query. The results are displayed in the Test Results area.

If the correct email address results, Click OK to use the query in the rule. Otherwise, change the query and run it again until you get the results you require and then click OK.

To not create a query, click Cancel.

5. The Specify Rule Criteria page displays with your selected email address inserted into the previously selected rule.

6. Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 725.

Chapter 16, Configuring Email Management Activities, provides additional information on using data sources outside of the context of rules.

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Rule Select Mail Domains dialog Use the Select Mail Domains dialog to specify the one or more external mail domains to match in a rule. An external mail domain is a mail domain that is not a company-internal mail domain. For example, Example.com is an external domain and can be used with the Select Mail Domains dialog, but QATest.Example.com is an internal domain and should not be used.

To add, modify, or remove an external mail domain from the list of domains matched by a rule, do the following:

Figure 200 Rules Select Mail Domains dialog

1. Perform one or more of the following tasks to add, modify, or remove an external mail domain to the rule condition:

If you are adding a domain, enter the domain to add to the rule, such as example.com, in the Enter mail domain field and click Add.

If you are modifying a domain, select the domain to modify, click Edit, and make the needed modifications.

If you are removing a domain, select the domain to remove and click Remove.

2. Click OK to complete adding, modifying, or removing mail domains to the rule condition. Click Cancel to not make any changes.

3. Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 725.

Creating rules 739

Using Email Management Rules

Rule Select Keywords dialog Use the Select Keywords dialog to specify the one or more keywords to match in a rule. To add, modify, or remove a keyword from the list of keywords matched by a rule, do the following:

Figure 201 Rules Select Keywords dialog

1. Perform one or more of the following tasks to add, modify, or remove a keyword to the rule condition:

If you are adding a keyword, enter the keyword to add to the rule in the Enter keyword field and click Add.

If you are modifying a keyword, select the keyword to modify, click Edit, and make the needed modifications.

If you are removing a keyword, select the keyword to remove and click Remove.

2. Click OK to complete adding, modifying, or removing keywords to the rule condition. Click Cancel to not make any changes.

3. Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 725.

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Rule Custom Metadata dialog When you use the Messages with custom metadata rule condition, you specify the message metadata to match using the Custom Metadata dialog.

Figure 202 Rules Custom Metadata dialog

The following sections describe how to add, modify, or remove a message metadata field, condition or value.

Adding a message metadata field to a rule criteria on page 741

Editing a message metadata field on a rule criteria on page 742

Removing a message metadata field from a rule criteria on page 742

Using metadata as rule criteria on page 714 describes metadata concepts.

Creating rules 741

Using Email Management Rules

Adding a message metadata field to a rule criteria To add a metadata field and value to a rule criteria:

1. Enter, or if available select, the name of the metadata field in the Field name field.

2. Select the condition in the Condition field that the metadata value must meet to match the rule. Table 75 on page 741 describes the possible conditions and their descriptions.

3. Enter the value of the metadata in the Value field.

4. click Add.

5. Repeat the previous steps for as many fields as you need to add.

6. Click OK to complete adding metadata field and values. Click Cancel to not make any changes.

7. Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 725

Table 75 Custom metadata dialog Condition field values

Condition values Description

Equals The metadata field value in the message must equal the value in the rule to match the rule.

Contains The metadata field value in the message must contain the value in the rule to match the rule.

Does not Contain The metadata field value in the message must not contain the value in the rule to match the rule.

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Editing a message metadata field on a rule criteria To modify a metadata field, condition or value in a rule criteria:

1. Select the metadata field and value from the list.

2. click Edit. The Edit Metadata dialog displays.

Figure 203 Edit Metadata dialog

3. Modify the field name, condition or value and then click OK. The Edit Metadata dialog closes and the modified metadata field, condition and value are displayed. Click Cancel to not make any modifications.

4. Repeat the previous steps for as many fields as you need to change.

5. Click OK to complete modifying metadata field and values. Click Cancel to not make any changes.

Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 725.

Removing a message metadata field from a rule criteria To remove a message metadata field and value from a rule criteria:

1. Select the metadata field and value from the list on the Custom Metadata dialog.

2. click Remove.

3. Repeat the previous steps for as many fields as you need to remove.

4. Click OK to complete removing metadata field and values. Click Cancel to not make any changes.

5. Continue to specify the rule by defining a folder for the rule as described in Rule Specify Rule Target Folder page on page 725.

Archiving messages which do not match any rules 743

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Archiving messages which do not match any rules To archive messages which do not match any rules to a folder, do the following:

1. On the Specify Filtering Rule pages, select the Copy messages that do not match any rule to: option.

2. Click Browse. The Select Folder dialog displays.

Figure 204 Select Folder dialog

3. Select a folder from those listed to contain the messages.

4. Click OK to use the selected folder.

Click Cancel to dismiss the Select Folder dialog without selecting a folder.

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Editing rules You can edit a rule after it has been created. You use rules to select which messages should be archived by activities. The following sections provide additional information on using rules and activities:

Rule concepts on page 712

Best practices for using rules on page 716

Chapter 16, Configuring Email Management Activities

To edit a rule:

1. Open the Specify Filtering Rules page in the Rule wizard.

2. Select the rule you want to edit from the list of rules.

3. Click Edit.

4. You are allowed to change all the criteria of the rule that you set when you were creating the rule. Refer to Rule Specify Rule Criteria page on page 726 for that process.

Copying and pasting rules 745

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Copying and pasting rules You can copy and paste rules within an activity or between activities, but the rules must be used with the same mail system. You cannot copy rules between Exchange-based activities and Domino-based activities.

To copy and paste a rule:

1. Open the Specify Filtering Rules page in the Rule wizard.

2. Select the rule you want to copy.

3. Click Copy.

4. The rule is copied to the Windows clipboard.

5. Paste the rule as follows:

If you are pasting the rule into the same activity, click Paste.

If you are pasting the rule into a different activity, navigate to the Specify Filtering Rules page for that activity and click Paste.

Note: A rule that is copied and pasted as a new rule is not linked in any way to the rule from which it was copied. Changes to the original rule will not be reflected in the copied rule.

If the pasted rule has the same name as an existing rule, the name of the new rule will have the text Copy of as a prefix. If multiple copies of the same rule name are pasted into the same activity, the names will have the text Copy (number) of as a prefix.

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Figure 205 Example of rule names created by copying and pasting

Deleting rules To delete a rule, do the following:

1. Select the rule to delete on the Specify Filtering Rules page of the activity wizard.

2. Click Delete.

Configuring User Delete 747

24

Describes how to configure and use the User Delete feature and is organized as follows:

Introduction to User Delete ............................................................ 748 Considerations and limitations - User Delete .............................. 750 How User Delete works in the mail client ................................... 753 How User Delete works in SourceOne Search............................. 756 Configuration checklists - User Delete ......................................... 759 Using the Folder Conversion utility.............................................. 763 Configuring index throttling for User Delete .............................. 771 Configuring mapped folders for User Delete .............................. 773 Configuring workers for User Delete ........................................... 775 Disabling external address resolution (IBM Lotus Domino)..... 776 Configuring SourceOne Search for User Delete .......................... 777 Configuring Journal activities for User Delete ............................ 779 Configuring archive and shortcut activities for User Delete ..... 781 Configuring the Delete - User Initiated Delete activity.............. 783 Troubleshooting the address cache for User Delete.................... 785 Viewing detailed job logs for User Delete .................................... 787

Configuring User Delete

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Introduction to User Delete In previous releases of EMC SourceOne:

Users could not delete their mail items from the Native Archive through the mail client.

Users could delete their mail items from the Native Archive through SourceOne Search, if those mail items had been archived to a Personal or a Community mapped folder using User-Directed Archiving (UDA).

Starting in EMC SourceOne 6.7, users can delete their email items from the Native Archive through the mail client (Microsoft Outlook) or SourceOne Search if the mail items were archived to a Personal or a Community mapped folder using:

Journal, Archive-Historical, or Archive-Personal Mail Files activities

User-Directed Archiving (UDA)

Overview: How User Delete works The following diagram illustrates how User Delete works in Outlook and in SourceOne Search.

Introduction to User Delete 749

Configuring User Delete

Figure 3 Overview: How User Delete works

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Considerations and limitations - User Delete Refer to the following topics:

Mail clients on page 750

Microsoft Exchange/Outlook on page 750

Archives on page 750

Mapped folders on page 751

Deleting messages under retention on page 751

Journaling on page 751

User Delete operation on page 752

Delegate deletes on page 752

Mail clients User Delete supports Microsoft Outlook thick clients.

User Delete does not support OWA, IBM Lotus Notes, iNotes, Android, iPhone, Blackberry or other handheld devices.

Note: IBM Lotus Notes users can delete archived mail items through EMC SourceOne Search.

Microsoft Exchange/Outlook User Delete does not support the deletion of archived mail items

from user PSTs, shared folders, or public folders.

Archives User Delete supports the SourceOne Native Archive only.

User Delete does not support EmailXtender archives.

Considerations and limitations - User Delete 751

Configuring User Delete

Mapped folders For Journal, Archive-Historical, Archive-Personal Mail Files

activities:

User Delete works only on mail items archived in SourceOne Personal or Community mapped folders, and only if users have the new Delete permission on those folders. For Search, Contributor permission is also required.

User Delete does not work on mail items archived in SourceOne Organization mapped folders.

A Folder Conversion utility is provided to convert Organization mapped folders to Personal or Community mapped folders.

User Delete works on mail items that were previously archived in SourceOne Personal or Community mapped folders through User-Directed Archiving if users have both Contributor permission and the new Delete permission on those folders.

User Delete does not work on mail items in SourceOne Legal Hold folders.

Deleting messages under retention If a user tries to delete a message that is under retention, all references to the message are removed from SQL and from the index. However, the message is not deleted from the volume:

Cannot delete message(s) from storage in Volume , the volume is under retention.

Journaling To support journaling to Personal or Community mapped

folders, the Journal activity now distinguishes internal recipients from external recipients. Only internal recipients are promoted to owners when you journal to a Personal or Community mapped folder.

You must initialize the address cache before you can create the first Journal activity to a Personal or Community folder. Refer to Initializing the address cache for User Delete on page 235 in Chapter 8, Configuring Applications and Web Services.

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User Delete operation User Delete operations on user mailboxes through mail clients are

asynchronous. After items are deleted from user mailboxes, they may still appear in search results for some time.

It may take up to 24 hours for a User Delete operation on the archive to complete after either of the following actions:

The User Initiated Delete Activity is run from the archive console to process delete requests in user mailboxes.

The user deletes the item from SourceOne Search.

User Delete operations remove actual mail items from the archive only when no other users have ownership references to the deleted item. A user merely removes his reference to an item and SourceOne removes the item only when no user references remain on an item.

Delegate deletes Deletion of archived mail items by delegates is not supported in the mail client or in SourceOne Search.

User Delete can result in orphaned shortcuts Currently, there is no mechanism to clean up orphaned shortcuts caused by the use of User Delete. Users can still retrieve the item using the shortcut if the item still exists in the archive. This is the case for items in a:

Personal Folder, if at least one reference still exists

Community Folder, always

How User Delete works in the mail client 753

Configuring User Delete

How User Delete works in the mail client Refer to:

Introduction on page 753

Prerequisites on page 753

Main steps on page 754

For more information on page 755

Introduction With EMC SourceOne Offline Access installed and with User Delete enabled, when a user deletes a mail item from his Outlook mailbox, he has the option to delete the corresponding archived mail item.

If a user chooses not to delete the mail item from the archive through the mail client at that time, he can do either of the following steps later:

Move the mail item from the Deleted Items folder to another mailbox folder, and then delete the item again, this time choosing to delete the item from the archive.

Use SourceOne Search to delete the mail item from the archive.

Prerequisites Administrator prerequisites: Refer to Configuration checklists - User Delete on page 759.

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Main steps The main steps include:

1. In the mail client, the user selects mail items to delete. For the detailed user procedure, refer to the EMC SourceOne Offline Access User Guide.

2. The Delete - User Initiated Delete activity and the User Delete job process, deletes requests in the mailboxes.

The Delete - User Initiated Delete activity (created by the SourceOne administrator) passes the delete requests found in a users mailbox to the User Delete job on the worker.

Then the delete requests are removed from the user's mailbox.

To create Delete - User Initiated Delete activities, refer to Configuring the Delete - User Initiated Delete activity on page 783.

To configure User Delete jobs on a worker, refer to Chapter 7, Configuring Worker Servers.

3. The SourceOne Native Archive removes ownership and deletes mail items.

The SourceOne Native Archive uses the delete requests passed to it from the Delete - User Initiated Delete activity and User Delete job to:

Remove the users ownership from each mail item.

And, if this is the last user to have ownership on the mail item, remove the mail item from the archive.

Specifically:

The appropriate mail item metadata is deleted from the SourceOne Archive database.

For each mail item eligible to be deleted from the archive, an entry is created in a Delete Transaction File.

Later, the delete transactions are processed asynchronously. This process is optimized to delete as many items from the same container as possible. As a result, mail items requested to be deleted may still appear in SourceOne Search results for up to 24 hours

How User Delete works in the mail client 755

Configuring User Delete

For more information For an overview of the components involved, refer to Figure 3 on

page 749.

For considerations and limitations, refer to the EMC SourceOne Offline Access User Guide.

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How User Delete works in SourceOne Search Refer to:

Introduction on page 756

Prerequisites on page 756

Considerations and limitations on page 757

Main steps on page 758

Introduction A SourceOne Search user can delete a mail item from the archive if all of the following conditions are true:

The mail items were journaled or archived to a Personal or Community folder.

The user selected the My Contributed Items search type.

The user has Delete permission on the folders containing the mail items that he wants to delete.

Prerequisites Administrator prerequisites: Refer to Configuration checklists - User Delete on page 759.

User prerequisites:

Search type:

To delete items from the archive through SourceOne Search, a user must select the My Contributed Items search type.

Deleting duplicates:

Duplicate mail items are not deleted from the archive automatically. To delete duplicate mail items from the archive, the duplicate items must be displayed in search results for selection and deletion by the user.

To display duplicates in search results, users must clear the Remove duplicate items from search results checkbox in the Options dialog box.

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Considerations and limitations Availability of Delete options:

For the Delete toolbar button and the Delete right-click menu option to be available in Search, a user must have Delete permission on at least one Personal or Community mapped folder.

SourceOne Search does not show or hide menu items on a per mapped folder basis. For example, if a user has Contributor access to two mapped folders, but has Delete access to only one of those folders, then:

The Delete option is accessible.

The user can start a Delete job for mail items in both mapped folders, but:

The mail items in the mapped folder for which the user does not have delete permission will fail to be deleted.

The failure is reported in the Delete Status Details dialog box as a permission denied error.

Delete Status Details dialog:

The Delete Status dialog box displays an informational message to the user. Even after a Delete job is reported as complete, the mail items are not immediately removed from the archive or indexes. These mail items could display in new search results until the backend fully completes the removal. Depending upon the system load, it could take anywhere between minutes and hours before the mail items are completely removed.

Deletions occur faster if:

Volumes are open.

The searches are SQL searches.

The system is not under load.

Deletions take longer if:

Volumes are closed.

The searches are full-text-index searches.

The system is under load.

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Main steps The main steps include:

1. In SourceOne Search, the user selects mail items to delete from the archive.

To delete a mail item from the archive through SourceOne Search, a user must select the My Contributed Items search type.

For details, refer to the EMC SourceOne Search User Guide.

2. The Delete job on the worker processes the deletions for Search.

The Delete job on the worker processes the deletions that were initiated from SourceOne Search.

Refer to Figure 3 on page 749.

Note: The Delete - User Initiated Delete activity and the User Delete job are not involved in deletions made through Search.

3. The Native Archive removes ownership and deletes mail items.

Configuration checklists - User Delete 759

Configuring User Delete

Configuration checklists - User Delete Use the following checklists to configure User Delete:

General configuration checklist: User Delete on page 759

Configuration checklist: User Delete through the mail client (Outlook) on page 761

Configuration checklist: User Delete through EMC SourceOne Search on page 762

General configuration checklist: User Delete Use this checklist to configure common settings for User Delete.

Table 76 General configuration checklist for User Delete

Task Refer to

1 Configure index throttling. Configuring index throttling for User Delete on page 771

2 Specify a date range using the Archive deletion eligibility period option in the Global Settings dialog box. This date range applies to user deletes performed through the mail client and through SourceOne Search.

Editing global settings for applications and Web services on page 231 in Chapter 8, Configuring Applications and Web Services.

3 To convert existing Organization folders to Personal or Community folders, and to update ownership on the archived mail items, run the Folder Conversion utility. User Delete works on mail items archived to Personal or Community folders, not Organization folders.

Using the Folder Conversion utility on page 763

4 Create Personal or Community mapped folders to use in Journal, Archive-Historical, and Archive-Personal Mail Files, and User-Directed Archiving (UDA) activities. To support User Delete, these activities must archive to Personal or Community mapped folders, not Organization folders.

Configuring mapped folders for User Delete on page 773

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5 Grant users appropriate permissions on Personal and Community folders. To delete archived mail items through SourceOne Search, users

must have Contributor permission and Delete permission. To delete archived mail items through the mail client, users must

have Delete permission.

Note: The Delete permission is also required on pre-existing Personal and Community folders used for User-Directed Archiving (UDA) so that users can delete UDA content through Search.

Configuring mapped folders for User Delete on page 773

6 Before creating the first Journal activity that archives to a Personal or Community mapped folder:

For IBM Lotus Domino, disable external address resolution. Disabling external address resolution (IBM Lotus Domino) on page 776

Initialize the address cache. Initializing the address cache for User Delete on page 235 in Chapter 8, Configuring Applications and Web Services.

7 Continue to the other User Delete configuration checklists. Configuration checklist: User Delete through the mail client (Outlook) on page 761

Configuration checklist: User Delete through EMC SourceOne Search on page 762

Table 76 General configuration checklist for User Delete (continued)

Task Refer to

Configuration checklists - User Delete 761

Configuring User Delete

Configuration checklist: User Delete through the mail client (Outlook) To allow users to delete mail items through the mail client (Outlook), perform the steps in the following checklist.

Table 77 Configuration checklist: User Delete through the mail client (Outlook)

Task Refer to

1 Complete the common User Delete configuration steps. General configuration checklist: User Delete on page 759

2 Verify that users have Delete permission on Personal and Community mapped folders.

Configuring mapped folders for User Delete on page 773

3 Create Journal activities to archive t o Personal or Community mapped folders.

Configuring Journal activities for User Delete on page 779

4 After mail is journaled to Personal or Community folders, or after you run the Folder Conversion utility on Organization folders containing journaled mail items, you must create Historical Archive or UDA Archive activities against user mailboxes to archive mail into Personal or Community folders. This step is required to add the SourceOne MsgID to mail that was previously journaled.

Note: Users will not be able to delete items through the mail client (Outlook) if the items were archived using the Archive - Personal Mail Files activity. PST deletions are not supported in the mail client.

Configuring archive and shortcut activities for User Delete on page 781

5 Configure SourceOne worker(s) to run Delete - User Initiated Delete jobs.

Configuring workers for User Delete on page 775

6 Install EMC SourceOne Offline Access 6.7. EMC SourceOne Offline Access Installation and Administration Guide

7 Configure Offline Access GPO to enable User Delete. Configuring Offline Access for User Delete in the EMC SourceOne Offline Access Installation and Administration Guide

8 Create Delete - User Initiated Delete activities to process delete requests in user mailboxes.

Configuring the Delete - User Initiated Delete activity on page 783

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Configuration checklist: User Delete through EMC SourceOne Search To allow users to delete mail items through EMC SourceOne Search, perform the steps in the following checklist.

Table 78 Configuration checklist: User Delete through EMC SourceOne Search

Task Refer to

1 Complete the common User Delete configuration steps. General configuration checklist: User Delete on page 759

2 Verify that users have Contributor and Delete permissions on Personal and Community mapped folders.

Configuring mapped folders for User Delete on page 773

3 Create Journal, Historical Archive, or Archive - Personal Mail Files activities to archive mail items into Personal or Community mapped folders.

Configuring Journal activities for User Delete on page 779 Configuring archive and shortcut activities for User Delete on page 781

4 Configure one or more EMC SourceOne workers to run User Delete jobs.

Chapter 7, Configuring Worker Servers

5 (Optional) Enable detailed logging. Configuring SourceOne Search for User Delete on page 777

Using the Folder Conversion utility 763

Configuring User Delete

Using the Folder Conversion utility This section discusses the following information:

Introduction - Folder Conversion utility on page 763

Considerations and limitations - Folder Conversion utility on page 764

Prerequisites - Folder Conversion utility on page 765

Configuring and scheduling folder conversion on page 766

Starting a folder conversion on page 767

Stopping a folder conversion on page 768

Restarting a folder conversion on page 768

Reporting the status of the conversion on page 768

Cleaning up the database after folder conversion on page 768

Summary: Folder Conversion utility parameters on page 769

After folder conversion on page 770

Introduction - Folder Conversion utility

The User Delete feature works only on mail items that are archived in Personal or Community mapped folders, not in Organization mapped folders.

Before users can delete mail items that are already archived in Organization mapped folders, you must use the Folder Conversion utility to convert those Organization folders to Personal or Community mapped folders.

When to use the utility Run the Folder Conversion utility after installing/updating to EMC SourceOne 6.7, and before enabling User Delete for the mail client.

Where to run the utility Run the Folder Conversion utility on an EMC SourceOne worker.

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What the utility does The Folder Conversion utility:

Triggers a synchronization of the address cache, and waits for the cache to be ready before continuing.

Converts Organization mapped folders to Personal or Community mapped folders.

Works with the ExAsAdmin service to update ownership on mail items to contributor ownership, as in User-Directed Archiving (UDA).

The cache of internal addresses is used to assign ownership to messages. Only internal recipients are marked as owners of messages. This ensures that a message is deleted from the archive only when all of the internal owners have deleted the message.

Existing owners remain on each mail item so that the mail items can be found in SourceOne Search through Administrator or My Items searches while the folder is being converted.

Reports on the progress of the conversion.

Cleans up database entries after the conversion completes.

You can:

Start or stop the conversion. You can stop a conversion, then resume it later. The utility will continue from where it left off, and skip mail items it has already processed.

Increase or decrease the load.

Schedule the conversion.

Considerations and limitations - Folder Conversion utility Run the Folder Conversion utility only when the system is not

under heavy load.

The type of the mapped folder is converted at the beginning of the conversion. The folder is available for other EMC SourceOne activities such as ingestion (Journaling or Archiving). Change or add user permissions (Contributor and Delete) only after the folder conversion is done.

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While the Folder Conversion utility is running:

The following SourceOne processing is supported:

Administrator searches

User searches of the My Items type

Shortcut retrievals

Administrator retrievals

The following EMC SourceOne processing is not supported:

User searches of the My Contributed Items type. These searches will have partial results until UDA ownership is established on all documents. The SourceOne administrator can decide whether to allow these searches.

Archive folder disposition or document deletes. If disposition or deletes occur, they may result in errors logged by the Folder Conversion utility.

Activities using the Organization mapped folder that is being converted. Refer to Prerequisites - Folder Conversion utility on page 765.

If you convert an Organization mapped folder that contains archived files, then you will not be able to create a File Restore activity to retrieve the archived files from the resulting Personal or Community mapped folder. The File Restore activity displays only Organization mapped folders for you to select, not Personal or Community mapped folders.

Prerequisites - Folder Conversion utility Use the EMC SourceOne console to disable disposition or change

the scheduling of disposition so that it does not conflict with the folder conversion.

Before starting a folder conversion, you must stop all activities that use the Organization mapped folder you want to convert. If you pause activities instead of stopping them, then the resumed activities will not pick up the new folder information, and newly archived mail items will not be searchable using a My Contributed Items search. Use the EMC SourceOne console to stop the activities, as described in Stopping activities on page 561 in Chapter 16, Configuring Email Management Activities.

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Configuring and scheduling folder conversion (Optional) Before you convert folders, you can do any combination of the following configurations:

Specify the load by increasing or decreasing the number of threads (throttling).

Specify the duration of the conversion in hours.

Specify a day and time on which to run the utility.

To configure and schedule folder conversion:

1. Use the Control (-ctrl) parameter and specify the name of the SourceOne archive connection. (To view the name of the archive connection, select the Archive Connection node in the EMC SourceOne console.)

2. To specify the number of threads, use the Threads (-threads) parameter and specify an integer in the range 1 to 10. The default is 10 threads.

3. To specify the duration of the conversion in hours, use the Duration (-duration) parameter and specify an integer in the range 1 to 24. The default duration is 24 hours.

4. To specify a schedule, use the following parameters:

Use the Start Time (-starttime) parameter and specify a start time in the range 00:00 to 23:59. The default start time is 00:00.

Use the Day Of The Week (-dow) parameter and specify one of the following days of the week:

sun

mon

tue

wed

thu

fri

sat

The default is all days.

Usage

ES1NaFolderConvert -ctrl -threads <1-10> -duration <1-24> -starttime <00:00 - 23:59> -dow <\"sun,mon,tue,wed,thu,fri,sat\">

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Example

The following example configures folder conversions for an archive connection named SourceOneArchive to use 4 threads, last a maximum of 6 hours, and start on Monday at 1:00 AM:

ES1NaFolderConvert -ctrl SourceOneArchive -threads 4 -duration 6 -starttime 01:00 -dow mon

5. After configuring and scheduling the folder conversion, specify a folder to convert, as described in Starting a folder conversion on page 767.

Starting a folder conversion To schedule a folder conversion, refer to Configuring and scheduling folder conversion on page 766.

To start a folder conversion, in a single command line:

1. (Required) Use the Initialize (-init) parameter and specify the name of the Organization mapped folder to convert.

2. (Optional) Use the Type (-type) parameter and specify the type of mapped folder (personal or community) to which you want to convert.

If you do not specify a type of folder, the default is Personal.

ES1NaFolderConvert -init -type

The -init parameter triggers a synchronization of user addresses. The utility waits for the synchronization to complete before it starts the folder conversion.

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Stopping a folder conversion To stop a folder conversion while the Initialize (-init) step is

synchronizing the address cache, press q to return to the command line prompt.

To stop folder conversions that have been scheduled or after the address cache has synchronized, use one of the following commands:

ES1NaFolderConvert -ctrl -threads 0

Or:

ES1NaFolderConvert -ctrl -duration 0

Restarting a folder conversion If the ExAsAdmin service is stopped or suspended during a folder conversion, the conversion may not complete when the ExAsAdmin service resumes.

To restart the processing of an in-progress folder conversion, use the Rerun (-rerun) parameter and specify the name of the Organization mapped folder that was in the process of being converted:

ExNaFolderConvert -rerun

Reporting the status of the conversion To see the status of the folder conversion, use the Status (-stat) parameter and specify the name of the Organization mapped folder that you are converting.

ES1NaFolderConvert -stat

Cleaning up the database after folder conversion To clean the database after converting a folder, use the Clean (-clean) parameter and specify the name of the Organization mapped folder that you converted.

ES1NaFolderConvert -clean

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Summary: Folder Conversion utility parameters The following table summarizes the parameters used with the Folder Conversion utility.

Table 79 Parameters for the Folder Conversion utility

Parameter Description

-ctrl Specifies the name of the SourceOne archive connection. Use with the -threads, -duration, -starttime, and -dow parameters to configure the load, duration, and schedule of folder conversions.

-threads Specifies the load (number of threads) for the conversion, in the range 1 to 10. Used with the -ctrl parameter.

-duration Specifies the maximum time a conversion should take, in the range 1 to 24 (hours). Used with the -ctrl parameter.

-starttime Specifies the start time of the conversion, in the range 00:00 to 23:59. Used with the -ctrl parameter.

-dow Specifies the day of the week on which to start the conversion: sun, mon, tue, wed, thu, fri, or sat. Used with the -ctrl parameter.

-init Starts the conversion of the specified Organization mapped folder.

-type Specifies the type of mapped folder (personal or community) to which to convert the Organization folder. Used with the -init parameter. If the folder type is not specified, then the default folder type is Personal.

-rerun Resumes the conversion of the specified folder.

-stat Reports the status of the conversion in-progress for the specified folder.

-clean Cleans the database after the conversion of the specified folder.

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After folder conversion After the conversion of the Organization folder completes:

Perform the tasks described in Verify permissions on the converted folder on page 770.

If the contents of the converted folder were originally archived through Journal activities, and if you want to allow users to delete the contents through the mail client (Outlook), then you must run Historical Archive or UDA Archive activities against those user mailboxes. This step is required to add the SourceOne MsgID to mail that was previously journaled. This step is not required for users to be able to delete archived mail items through SourceOne Search.

Verify permissions on the converted folder Verify that the converted folder (now a Personal or Community folder) has the appropriate permissions:

1. In the EMC SourceOne console (Mapped Folders node > Action > New Folder), display the properties of the converted folder.

2. On the Permissions tab:

a. Clear the Owner checkbox.

b. Select the Delete permission.

c. If you want users to be able to search for and delete archived mail items from Search, also select the Contributor permission.

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Configuring index throttling for User Delete Refer to:

Introduction on page 771

Best practices on page 771

Procedure on page 771

Introduction Processing delete requests affects the performance of the Native Archive servers. You can control the number of resources allocated to various index operations, including the processing of delete requests. This index control capability also referred to as index throttling.

Best practices If you are deploying User Delete to a large number of users, follow these guidelines:

If you are using a single Native Archive Index server to handle several types of index operations, limit the number of resources used to process delete requests. To do this, specify a small value in the Delete field in Index server properties.

Ideally, add one or more Native Archive Index servers to process only delete requests.

For additional best practices, refer to Configuring the Delete - User Initiated Delete activity on page 783.

Procedure To control the resources allocated to processing delete requests:

1. Display the properties of the Native Archive Index server that you want to use to process delete requests, as described in Configuring the index role on a Native Archive server on page 81 in Chapter 5, Configuring Archives.

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Figure 4 Native Archive server properties - Index tab

The Component limit per index action area contains the following fields, which control the maximum number of processes per index operation.

2. To modify the Delete value, enter an integer in the range 0 - 4.

A value of 0 means that this index server will not process any delete requests. A warning message displays if you enter 0.

Changes are applied after the service restarts or refreshes.

3. Click OK to save your changes.

Field Description

Add The number of processes allocated to adding indexes. Default = 4.

Delete The number of processes allocated to delete requests. Default = 2.

Repair The number of processes allocated to index refresh and rebuild operations. Default = 2.

Update The number of processes allocated to index updates. Default = 4.

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Configuring mapped folders for User Delete This section discusses the following topics:

Use Personal or Community folders on page 773

Assign Contributor and Delete permissions on page 773

To delete archived mail items through SourceOne Search on page 774

To delete archived mail items through the mail client on page 774

Procedure on page 774

Use Personal or Community folders To support User Delete, the use of Personal and Community mapped folders has been extended beyond User-Directed Archiving (UDA) activities to Journal, Archive-Historical, Archive-Personal Mail File, and Shortcut-Historical activities. For those four activities, User Delete works only on mail items that are archived to Personal or Community mapped folders, not Organization mapped folders.

Note: If you want users to be able to delete mail items from existing Organization mapped folders, you must use the Folder Conversion utility to convert those Organization mapped folders to Personal or Community mapped folders. Refer to Using the Folder Conversion utility on page 763.

Assign Contributor and Delete permissions The Delete permission is now required on Personal and Community mapped folders for users to be able to perform User-Directed Archiving (UDA) deletes in Search. Previously, users only needed Contributor permission on those folders to perform UDA deletes in Search.

The database update scripts add the Delete permission to existing Personal or Community mapped folders for which the user already has Contributor permission. However, for Personal or Community folders created after the update, you must add the Delete permission for each user manually.

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To delete archived mail items through SourceOne Search In addition to Contributor permission, the Delete permission is required on Personal or Community mapped folders to allow users to delete mail items that were archived through:

Journaling, Archive-Historical, and Archive-Personal Mail Files activities

User-Directed Archiving (UDA). In previous versions of EMC SourceOne, users only needed Contributor permission on those folders to perform UDA deletes in Search.

To delete archived mail items through the mail client Users need the Delete permission on Personal mapped folders. Users do not need Contributor permission on mapped folders unless they will also be deleting archived items through SourceOne Search.

Procedure Refer to Chapter 6, Configuring Mapped Folders, for detailed procedures.

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Configuring workers for User Delete This section discusses the following topics:

Specifying a file share for detailed job logs on page 775

Configuring jobs for User Delete on page 775

Specifying a file share for detailed job logs If you plan to generate detailed job logs for SourceOne jobs, you must specify a file share for the logs when you install Worker Services. Refer to Installing Worker Services software in the EMC SourceOne Email Management Installation Guide.

For more information about enabling and viewing detailed job logs for User Delete, refer to:

Enabling/disabling detailed logging on page 777

Configuring the Delete - User Initiated Delete activity on page 783

Viewing detailed job logs for User Delete on page 787

Configuring jobs for User Delete Configure the following jobs for User Delete on SourceOne workers:

For the Delete - User Initiated Delete activity to process delete requests in user mailboxes, you must configure a worker to run Delete - User Initiated Delete jobs.

For User Delete to work in SourceOne Search, you must configure a worker to run Delete jobs. (The Delete job is the same one already used for Administrator deletes in SourceOne Search.)

Refer to Chapter 7, Configuring Worker Servers.

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Disabling external address resolution (IBM Lotus Domino) This section discusses the following topics:

Introduction on page 776

Procedure on page 776

Introduction When you journal to Personal or Community mapped folders, SourceOne determines message ownership to be the internal users only, based on each users email addresses in his Person document. By default, Domino performs external address resolution. To avoid journaling messages that do not have the internal user set as the owner, you must disable the external address resolution feature in Domino.

When you disable external address resolution, all incoming mail from external domains will have to match the user's default email address in Domino. Any other permutations will not be resolved by Domino, and will not be delivered. For example, if a user's default email address in Domino is john.smith@company.com, and an email from an external domain is addressed to a valid alternate such as jsmith@company.com, the email from the external domain will not be journaled.

Procedure To disable external address resolution:

1. In Lotus Domino Administrator, open the Configuration Settings document.

2. Click the Router/SMTP - Basics tab.

3. For the Address lookup setting, select the Fullname only option.

4. Save the changes.

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Configuring SourceOne Search for User Delete Enabling/disabling detailed logging on page 777

Specifying a date range on page 778

Enabling/disabling detailed logging Unlike SourceOne trace logs, the detailed job logs are not overwritten, and do not have verbosity settings.

To enable or disable detailed logging for delete operations performed through SourceOne Search:

1. In the EMC SourceOne console, expand the Application Configuration node.

2. Double-click the Web Search node.

The Web Search dialog box opens.

3. Click the Server Settings tab.

4. Do one of the following steps:

To enable detailed logging, select the Enable detailed logging for deletions checkbox

To disable detailed logging, clear the Enable detailed logging for deletions checkbox By default, detailed logging is disabled.

The change affects new Delete jobs, not Delete jobs that are already running.

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Figure 5 Web Search properties - Server Settings tab

To view detailed job logs, refer to Viewing detailed job logs for User Delete on page 787.

Specifying a date range Specify a date range using the Archive deletion eligibility period option in the Global Settings dialog box.

This date range applies to deletes performed through the mail client and through SourceOne Search. Refer to Editing global settings for applications and Web services on page 231 in Chapter 8, Configuring Applications and Web Services.

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Configuring Journal activities for User Delete This section discusses the following topics:

Introduction on page 779

Prerequisite on page 780

Procedure on page 780

Introduction In previous versions of EMC SourceOne, you had to journal content into Organization mapped folders. Journaling added internal and external recipients as owners on a mail item.

To support user deletions of journaled mail items:

You must journal to Personal or Community mapped folders, not Organization mapped folders. When you create a Journal activity, you must select Personal or Community mapped folders as target folders in the Rule wizard.

Note: You can use Organization folders for journaling if you do not want to allow users to delete the archived mail items.

When you journal to a Personal or Community mapped folder, only internal recipients are marked as owners of mail items. This change ensures that a mail item is deleted from the archive only when all of the internal owners have deleted the mail item. If the recipient's email address is found in the cache of internal addresses, journaling adds the user as an owner on the mail item. Recipients not found in the address cache are considered external recipients and are not added as owners on the mail item.

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Prerequisite Before you create the first Journal activity to a Personal or Community mapped folder, you must initialize the address cache to synchronize all mail users with SourceOne. If you do not initialize the address cache and wait for synchronization to complete, then you will not be able to save that Journal activity. Refer to Initializing the address cache for User Delete on page 235 in Chapter 8, Configuring Applications and Web Services.

If the address cache has not been initialized, then the following error message displays when you try to create the first Journal activity to a Personal or Community folder:

The rule is invalid for the following reasons: Unable to archive to a Personal or Community folder until a Mail User sync has been completed. Please start a Mail User sync via the Global settings page under Application Configuration, wait for the sync to complete and then try again.

Procedure To create Journal activities, refer to Chapter 16, Configuring Email Management Activities.

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Configuring archive and shortcut activities for User Delete Refer to:

About ownership and mapped folder types on page 781

Archive activities on page 781

Shortcut-Historical activity on page 782

Procedure on page 782

About ownership and mapped folder types Archive-Historical, Archive-Personal Mail Files, and Shortcut-Historical activities recognize the type of mapped folder specified as a target, and add the appropriate ownership.

If the target is an Organization mapped folder, then the ownership is added as described in Understanding mapped folders, message owners and message contributors on page 183 in Chapter 6, Configuring Mapped Folders.

If the target is a Personal or Community mapped folder, then the ownership is added as described in Understanding message contributors on page 185 in Chapter 6, Configuring Mapped Folders.

Archive activities For User Delete to work on mail items archived using the Archive-Historical or Archive-Personal Mail Files activities, you must select Personal or Community mapped folders as targets in the Rule wizard.

Note: User Delete through the mail client (Outlook) does not support PST deletion. Users will not be able to delete items through the mail client that were archived using the Archive - Personal Mail Files activity.

Note: You can use Organization folders for these archive activities if you do not want to allow users to delete the archived mail items.

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Shortcut-Historical activity For User Delete to work on mail items shortcut using the Shortcut-Historical activity, you must select a Personal or Community mapped folder on the Mapped Folder page of the Activity wizard.

Note: You can select Organization folders for Shortcut-Historical activities if you do not want to allow users to delete the archived mail items.

Procedure To create activities, refer to Chapter 16, Configuring Email Management Activities.

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Configuring the Delete - User Initiated Delete activity This section discusses the following topics:

Introduction on page 783

Prerequisites on page 783

Best practices on page 784

Procedure on page 784

Detailed job logs for User Delete activities on page 784

Introduction The Delete - User Initiated Delete activity:

Processes the delete requests in user mailboxes that were created when users chose to delete mail items from the archive.

Passes the information to the EMC SourceOne Native Archive for further processing.

Removes the delete requests from the user mailboxes.

Note: The Delete - User Initiated Delete activity is not involved in user deletes initiated from SourceOne Search.

Prerequisites In the EMC SourceOne console:

Configure a worker to process Delete - User Initiated Delete jobs. Refer to Configuring workers for User Delete on page 775.

Specify a date range using the Archive deletion eligibility period option in the Global Settings dialog box. Refer to Editing global settings for applications and Web services on page 231 in Chapter 8, Configuring Applications and Web Services.

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Best practices Processing delete requests affects system performance. To minimize this impact, follow these guidelines when you create a Delete - User Initiated Delete activity:

Avoid scheduling Delete - User Initiated Delete activities when other activities are scheduled, or when data is being disposed from the Native Archive.

In the Archive deletion eligibility period option in the Global Settings dialog box. specify a narrow date window. Doing so limits the number of volumes, indexes, and database partitions that are affected. Refer to Editing global settings for applications and Web services on page 231 in Chapter 8, Configuring Applications and Web Services.

Procedure To create a Delete - User Initiated Delete activity, refer to Chapter 16, Configuring Email Management Activities.

Detailed job logs for User Delete activities If you select the Enable Detailed Logging checkbox when you create a User Delete activity, then when the activity runs, it will log:

the configuration of the activity

the mail items deleted from the archive

Refer to Viewing detailed job logs for User Delete on page 787.

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Troubleshooting the address cache for User Delete This section discusses the following topics:

Successful on page 785

Low memory error on page 786

Refresh error on page 786

Prerequisites on page 787

Two EMC SourceOne components use a cache of internal addresses to determine internal recipients for ownership of mail items:

Journal activities that archive to a Personal or Community mapped folder

The Folder Conversion utility

Until the cache of internal addresses builds successfully, those Journal jobs will fail and the Folder Conversion utility will wait.

To troubleshoot problems with this address cache, look at the Event log that displays informational and error messages for the Address Resolution service.

Successful If the Address Resolution service successfully updates the list of users in memory, then an informational message displays in the Event log.

Figure 206 Successful update message

The information includes the number of users loaded into memory and the amount of time it took to perform the load.

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Low memory error

Address Resolution Service is allowed to consume up to 60% of the system memory, although it is expected to use a much lower percentage. If the Address Resolution service does not have enough memory to update the list of users, then a low memory error message displays in the Event log.

Figure 207 Low memory message

To resolve this problem, do one or both of the following steps:

Evaluate the processes currently running on the server. If one or more processes are consuming an abnormally large amount of memory, stop or restart those processes.

Increase system memory.

Refresh error If the Address Resolution service encounters other errors when it tries to update the list of users in memory, then an error message displays in the Event log.

Figure 208 Refresh error message

The Address resolution service will try to update the user list again in 5 minutes.

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Viewing detailed job logs for User Delete This section describes the detailed job logs for User Delete, and is organized as follows:

Prerequisites on page 787

Accessing detailed job logs on page 787

Understanding detailed job logs on page 788

Maintaining detailed job logs on page 788

For more information about detailed job logs in EMC SourceOne, refer to Chapter 12, Using Job Logs.

Prerequisites The location of the detailed log files is specified during

installation of the EMC SourceOne worker server software.

To enable detailed job logging:

for User Delete performed through mail clients, refer to Configuring the Delete - User Initiated Delete activity on page 783.

for User Delete performed through SourceOne Search, refer to Enabling/disabling detailed logging on page 777.

Accessing detailed job logs To access detailed job logs for User Delete:

1. In the EMC SourceOne console, select Operations > Job Management.

2. Select the Delete job in the job list.

3. At the bottom of the preview pane, click the link to the detailed job log.

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Understanding detailed job logs A log file with a unique filename is created for each Delete - User Initiated Delete job or Delete job.

The detailed log contains the following information:

Job information:

The name of the user that initiated the delete

Date and time

Activity, task, and job IDs

Summary (number of items processed, succeeded, and failed)

Details for each item:

Item identification: Subject, Date, EntryID, mapped folder (business folder)

Status:

Successfully deleted: UDA ownership has been removed, which results in removal of the mail item from the archive after the last owner is removed.

Failed to be deleted. Not found: If ownership was not found on a folder, then

the job log does not report success nor failure, because ownership did not exist.

Maintaining detailed job logs You must manually delete old job logs. Unlike SourceOne trace logs, the detailed job logs are not overwritten. SourceOne does not clean up old job log files automatically.

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Glossary

Defines the terms used to describe EMC SourceOne and other related products. Text appearing in blue indicates a link to another term defined in the glossary.

SYMBOLS, FILE EXTENSIONS .emcmf See EMC Message Format (EMCMF).

.eml file See SMTP.

.emx file See volume.

.nsf file See IBM Lotus Domino database.

.pst file See Microsoft Exchange Personal Folder.

A activity An activity defines a specific type of work to be performed by EMC

SourceOne, including the environment it will be performed in and when it will be performed. For example, Archive Email, Shortcut Email, and Archive Email are all activities.

An activity component uses the information defined by the activity to create one or more jobs that actually perform the work. Activities are grouped in the EMC SourceOne console using policies. See also policy.

administrative service A service used by the Native Archive. This service runs on each server that is part of the Native Archive to announce the startup of

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the server and to inform other Native Archive servers that this server is running. The Administrative service can also process commands. See also Native Archive.

administrator search A type of search where certain users can search for and view all messages (even those of all other users) in the mail archive.

archive folder Contains volumes and indexes in the message archive. Archive folders are organized using automatically-created monthly folders.

B Bcc journaling A kind of Exchange journaling with the ability to capture Bcc

recipient information. When Bcc journaling is enabled, Exchange captures all recipients (including Bcc recipients) that are known at the originating server.

If this recipient list includes hidden distribution lists, query-based distribution lists, or distribution lists that are expanded on another server, the recipients for these lists will not be included in the journaled mail. See also journaling.

C container file See volume.

CTA See EMC Cloud Tiering Appliance (CTA).

D Data Access

Component (DAC) Mechanism by which all services and COM objects within EMC SourceOne communicate with the EMC SourceOne database. The DAC resides on worker servers and on the computer that hosts the EMC SourceOne console.

data source The location from which EMC SourceOne collects messages or to which EMC SourceOne archives messages. A journaling mailbox on an Exchange mail server is an example of a data source.

Database Source Name (DSN)

A named connection to a database. Typically used with ODBC.

developer A person who customizes an EMC SourceOne system using documented interfaces, scripts, and interfaces.

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direct read A DiskXtender setting whereby files that have been purged from the extended drive are read directly from the media rather than being copied back to the extended drive when requested. See also DiskXtender.

DiskXtender An EMC product that allows you to extend the capacity of the EMC SourceOne storage drive by automatically writing .emx files to other storage media.

E email administrator A person who implements appropriate policies in the messaging

system, such as maintaining and supporting email messaging services for a large community of users. An Exchange administrator or a Domino administrator are examples of email administrators.

EMC Centera A line of disk-based storage devices deployed on a Redundant Array of Independent Nodes (RAIN). EMC SourceOne can write files to EMC Centera through DiskXtender.

EMC Cloud Tiering Appliance (CTA)

EMC product that provides policy-based file tiering, archiving, and migration. CTA was formerly known as EMC File Management Appliance (FMA). You can launch the CTA console from within the EMC SourceOne console.

EMC EmailXtender 4.8 An application for archiving and shortcutting email messages. EMC EmailXtender 4.8 archives can be accessed using EMC SourceOne.

EMC EmailXtender 4.8 User Cache

An add-on product for EMC EmailXtender that allows users to retrieve shortcut messages while not connected to the network.

EMC SourceOne An enterprise-level solution that collects, organizes, retains, and retrieves email messages and attachments from Exchange and Domino mail servers as well as from other sources. You can use EMC SourceOne to reduce the space required for your mail servers or to comply with legal requirements for archiving email messages.

EMC SourceOne stores email messages and attachments in the EMC SourceOne Native Archive. You can also use EMC SourceOne Discovery Manager with EMC SourceOne.

EMC SourceOne administrator

A person who installs, configures and manages an EMC SourceOne system. Configuration and management is primarily done using the EMC SourceOne console. See also EMC SourceOne console.

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EMC SourceOne Discovery Manager

EMC Discovery Manager is an EMC product for the discovery of email in archiving environments in response to legal or regulatory notice or corporate policy complaint. EMC SourceOne Discovery Manager, built around a legal matter metaphor, is a separate, chargeable application option to EMC SourceOne.

See also EMC SourceOne.

EMC SourceOne console

A graphical user interface that allows the EMC SourceOne administrator to configure and manage an EMC SourceOne system. The EMC SourceOne console is implemented as a Microsoft Management Console (MMC) snap-in. See also Microsoft Management Console (MMC).

EMC SourceOne File Mover agent

Component of EMC SourceOne that moves Microsoft Office 365 journal report files to be used by the Journal activity. See also Microsoft Office 365.

EMC SourceOne Offline Access

An additional EMC SourceOne product that allows users to retrieve shortcut messages while not connected to the network.

EMC Message Format (EMCMF)

A message format created by EMC for common use by applications that deal with email messages, such as EMC SourceOne. EMCMF was created as a single message format that can contain existing message formats, such as Microsoft Exchange .msg files, IBM Lotus Notes .onm files, and RFC SMTP or MIME .eml files.

email user A person who views, composes and manages their messages using an email client, such as Outlook or Notes. The email user may select messages for their personal archive and delegate access to their personal archives to other users if the mail server supports it.

envelope journaling A kind of Exchange journaling that includes all the information in message-only journaling and Bcc journaling. Additionally, it includes transport envelope information (P1 message headers) about the recipients who actually received the message, including Bcc recipients, recipients from distribution groups, and recipients who received the message as a result of transport forwarding rules. Envelope journaling is available with Exchange 2003 and Exchange 2007. See also message-only journaling. See also Bcc journaling.

extended drive In DiskXtender, an NTFS volume (such as a hard drive or the EMC SourceOne storage drive) or partitioned part of a hard drive for which DiskXtender provides file migration services by moving files

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to media and fetching files from media according to the parameters you set. See also DiskXtender.

F folder Contains all volumes and indexes. Folders can be archive folders in a

message archive or mapped folders that are virtual folders which map to archive folders. See also archive folder. See also mapped folder.

FMA See EMC Cloud Tiering Appliance (CTA).

full-text indexing An index of all available text within the header, message, or attachment of an email. Indexes are created to allow fast searching of the Native Archive. See also Native Archive.

I index server One or more servers, called Native Archive servers, performing the

indexing role within the Native Archive. This server is used to index archived messages. This includes content scraping, creating content caches, distributing content to indexes, indexing, re-indexing, and disposing of indexes. See also Native Archive. See also Native Archive server.

IBM Lotus Domino database

Stores Domino information, such as email messages. This database exists as a file with the .nsf extension. The Domino journaling utility automatically creates an .nsf file as a mailbox connector when it is installed. If users create private .nsf mail databases, you can use EMC SourceOne to archive messages from them.

J job The scheduled instance of an activity. For example, a user of the EMC

SourceOne console creates a Domino shortcut activity to run every night of the week at 11:00 PM. At the end of 7 days, there would have been 7 jobs created and executed by this activity, assuming only one job was created for each run. See also activity.

job dispatcher A process on the worker computer that registers the worker computer with the activity database and scans the Job table in the activity database for work. The job dispatcher compares the job types of scheduled jobs against all registered activity components to

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determine if there is a activity component capable of executing the jobs. If a registered activity component is found, the job dispatcher locks the job and transfers execution to the activity component. See also worker.

job scheduler Service that creates and schedules jobs from activities. The job scheduler is responsible for checking the status of worker servers and rescheduling jobs should a worker or job fail. See also worker.

journaling Is the ability to copy, in real-time, messages received and delivered by a mail server. EMC SourceOne allows you to use the Journal activity to journal messages from an Exchange mail server, a Domino mail server, or both. Once the messages have been journaled they can then be archived, shortcut, or searched. See also activity.

journaling issues folder

Contains any unsuccessfully processed messages from any of the target folders defined as part of the associated SMTP Journaling Group. The journaling issues folder is used by the Journal activity to process email content from an Office 365 environment. See also SMTP journaling group.

journal report An SMTP message generated by Exchange Online from the original message that includes the original message as an attachment. Journal reports are used to pass messages from an Office 365 Exchange server to EMC SourceOne Email Management.

M mail router See mail server.

mail server A mail server is an application that receives incoming email from local users and remote senders and forwards outgoing email for delivery. A computer dedicated to such an application can also be called a mail server. Microsoft Exchange, IBM Lotus Domino, and sendmail are mail server applications.

mail transfer agent (MTA)

See mail server.

mapped folder Virtual folders which are associated with archive folders. See also archive folder.

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Messaging Application Program

Interface (MAPI)

A Microsoft Windows program interface that EMC SourceOne uses to access address books and to retrieve messages from Exchange mail servers.

message archive server

One or more servers performing the message archive role within the Native Archive. These servers, called Native Archive servers, are used to archive messages. This includes journaling, historical archiving (mailboxes, PST files and NSF files) and user-directed archiving. See also Native Archive. See also Native Archive server.

message ingestion The process of bringing a message into the EMC SourceOne system. Message ingestion includes retrieving the message, processing the message, applying any applicable rules to the message, and then archiving the message, unless the rules determine otherwise. Messages can be ingested from multiple sources, including Exchange, Domino, or SMTP mail servers, or instant message proxy servers.

message-only journaling

See journaling.

message store A message store contains the mailboxes for a mail server. An Exchange message store is referred to as a mailbox store. A Domino message store is referred to as a mail database. See also mail server.

metadata Metadata is information about data, such as when the data was modified, security associated with the data and so on.

Microsoft Exchange Personal Folder

Stores Microsoft Exchange content in an external file. You can use EMC SourceOne to archive messages from .pst files.

Microsoft Management

Console (MMC)

Extensible common presentation service for managing applications used by administrators to manage workers, activities and so on. The EMC SourceOne console is implemented as an MMC snap-in. See also EMC SourceOne console.

Microsoft Office 365 A cloud-based implementation of Exchange (Exchange Online) and SharePoint (SharePoint online). EMC SourceOne Email Management can journal email content from Office 365.

Microsoft SharePoint archiving

See also SharePoint archiving.

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monthly folder Subfolders within the archive folders. Monthly folders are created by the archiving process to organize the archived content and associated full-text indexes by month. See also archive folder.

N Native Archive Ahorizontally scalable archive that includes the data store, message

database and full-text indexes. The Native Archive can be configured to allow separate roles to be performed on one or more separate computers. These roles are: message archive server, index server, search server, and retrieval server. These computers are referred to as Native Archive servers. See also message archive server. See also index server. See also search server. See also retrieval server. See also Native Archive server.

Native Archive server A computer used to perform a computing role within the Native Archive. See also Native Archive.

O Office 365 See Microsoft Office 365.

Offline Access See EMC SourceOne Offline Access.

P policy A logical grouping of one or more related activities in the EMC

SourceOne console. See also activity.

R real-time journaling See journaling.

retention period A folder-level setting that allows you to track how long volumes exist in the EMC SourceOne system. They are designed to help you to meet legal retention requirements by preventing you from deleting volumes before the specified amount of time has passed. See also volume.

retrieval server One or more servers, called Native Archive servers, performing the retrieval role within the Native Archive. This server is used to retrieve archived messages. See also Native Archive. See also Native Archive server.

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Glossary

rules Criteria you configure to organize email archives and to control which messages EMC SourceOne archives. Rules are hierarchical, and can be nested up to three levels deep. Once defined, rules can be shared by multiple activities. See also Native Archive.

S search server One or more servers, called Native Archive servers, performing the

search role within the Native Archive. This server is used to search archived messages. See also Native Archive. See also Native Archive server.

SharePoint archiving The type of archiving used to store content from a Microsoft SharePoint server. This archiving is performed in EMC SourceOne using the SharePoint archiving activity.

SharePoint External BLOB Storage (EBS)

SharePoint External BLOB Storage (EB) is an optional storage management feature that automatically stores BLOB content in the EMC SourceOne Native Archive instead of in the SharePoint SQL Server. See also Native Archive.

SharePoint Search SharePoint users can search for SharePoint content that was archived in the SourceOne Native Archive, even if the original SharePoint site no longer exists. Users access this search through the SharePoint Search portal.

shortcut Pointers that are placed on the mail server to copies of messages that are archived in EMC SourceOne.

SMTP Abbreviation for Simple Mail Transport Protocol. Messages sent using this protocol are typically in MIME (Multipurpose Internet Mail Extensions) format and as files typically have the .eml file extension. EMC SourceOne Email Management can process SMTP messages.

SMTP journaling group A defined set of folders used by the Journal activity when processing Microsoft Office 365 email content. See also Microsoft Office 365.

T task A task is used by the activity component to specify configuration

information for a job, such as the schedule, based on a specific activity. A task generates one or more jobs. A task cannot be configured from the user interface.

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Glossary

U user-directed

archiving A type of archiving that allows a mail user or mail application to direct messages to a specific folder in EMC SourceOne for archiving.

V volume Flat, portable files of a configurable size containing archived

messages organized by month. Also called container files or .emx files.

W worker A networked computer that can perform one or more EMC

SourceOne jobs. There can be any number of workers. A worker can also be configured to run specific jobs.

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A Active Directory

multiple forest PST processing 37 with EMC SourceOne 36

activity 473 Activity Name page 555 Activity Type page 483 Archive - Historical 478 Archive - Microsoft Exchange Public Folder

478, 677 Archive - Personal Mail Files 478 Archive - User Directed Archive 478 Attachments Filter page 522 best practice 311 Business Components page 545 controlling 558 creating 482 Data Source Types page 485 Dates page 518 Delete - Historical 478 Delete - Microsoft Exchange Public Folder

478 Delete - User Directed Archive 478 Delete - User Initiated Delete 478 Delete Options page 548 deleting 562 editing 556 Find - Microsoft Office Outlook .PST 478 Folders page 512 Group Options page 503 Item Types page 506 Journal 479, 627, 637 Mapped Folder page 530

Mapped Folders page 530 Message Size Filter page 528 Message Types Filter page 524 Migrate - Microsoft Office Outlook .PST 479 NSF file processing 563 Properties page 526 PST file processing 563 Restore Shortcuts - Historical & User

Directed Archive 479 Restore Shortcuts - Microsoft Exchange

Public Folder 479 rule 711 Schedule page 550 Select Data Sources page 489 shortcut 607 Shortcut - Historical 479 Shortcut - Microsoft Exchange Public Folder

479, 688 Shortcut - User Directed Archive 479 Shortcut Options page 541 summary of pages in 480 Update Shortcuts - Historical & User

Directed Archive 479 User Created Folders page 516 user directed archive 526

Activity Name page 555 Activity Type page 483 address cache

initializing 235 synchronizing 235, 237 troubleshooting 785

address rule 711 administrative console 47 archive

Index

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Index

configuring 71 connecting 59 EmailXtender 4.8 71 folder 71 initializing 31 moving 142 Native Archive 71 searching 141 user directed 695

Archive - Historical activity 478 Archive - Microsoft Exchange Public Folder

activity 478, 677 Archive - Personal Mail Files activity 478 Archive - User Directed Archive activity 478 Attachments Filter page 522

B backup 379 best practice 311 Business Components page 545

C Centera

using to store content 86 Community mapped folders 174, 547, 773, 779,

781 Component limit per index action 772 configuring

Active Directory with EMC SourceOne 36 activity 473 applications used with EMC SourceOne 229 archive 71 EmailXtender 4.8 archive 71 index 81 job 283 mapped folder 165 mobile user 229 Native Archive 71 policy 275 PST processing across forests 37 Web Search settings 229 Web service 229 worker 213

connecting archive 59 console

CTA 463

EMC SourceOne 47 Contributor permission 174, 774 controlling activities 558 creating activity 482 CTA 463 CTA console 463

D daily maintenance 369 data

disposal 145 retention 145 sources 485, 489

Data Source Types page 485 Dates page 518 definitions of terms 789 delegate deletes 752 Delete - Historical activity 478 Delete - Microsoft Exchange Public Folder activity

478 Delete - User Directed Archive activity 478 Delete - User Initiated Delete activity 478, 754,

775 configuring 783

Delete job 758, 775 Delete Options page 548 Delete permission 174, 774 Delete Status dialog box 757 Delete Transaction File 754 deleting activity 562 detailed job logs 775

maintaining 788 viewing 787

detailed logging 777 direct read (DiskXtender) 125, 129 Discovery Manager 28 DiskXtender 29, 129

using to store content 86 disposal of data 145 documentation 25 Domino

NSF file processing 563 shortcuts 541

E eDiscovery - Kazeon 28

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Index

editing activity 556 email

identity management 311, 333 item types 506 shortcut 607

EmailXtender 28 archive 71 migrating from 28

EMC Centera 86, 124, 126, 129 EMC Cloud Tiering Appliance 463 EMC DiskXtender 29, 86 EMC Email Supervisor 29 EMC EmailXtender 28

migrating from 28 EMC SourceOne

Active Directory with 36 backup 379 console 47 documentation 25 introduction 18 maintenance 369 network ports used 42 overview 17 searching 141 system overview 20 terms 789 troubleshooting 433 user roles 24

EMC SourceOne console 47 EMC SourceOne Discovery Manager 28 EMC SourceOne eDiscovery - Kazeon 28 EMC SourceOne for File Systems 28 EMC SourceOne for Microsoft SharePoint 28 EMC SourceOne In Place Migration Services 28 EMC SourceOne Native Archive 71 EMC SourceOne Offline Access 28 EMC SourceOne Search 141 EMCMF file 792 EML file 653 EMX file 129 Enable detailed logging for deletions 777 Event log

Address Resolution service 785 event log 373

application 373 EMC SourceOne 373 security 373

system 373 Exchange

journaling 630 Exchange Online

journaling 637 Exchange public folders

archiving 677 shortcutting 688

Exchange shortcuts 541 extended drive

creating 124 scanning for viruses 125

F file

archiving product 28 EMCMF 792 EML 653 EMX 129 NSF 563 PST 543

filter attachment 522 message size 528 message type 524

Find - Microsoft Office Outlook .PST activity 478 FMA 463 folder

archive 71 legal hold 200 mapped 165 user created 516

Folder Conversion utility 751, 763, 765, 773 Folders page 512

G glossary 789 Group Options page 503

I identity management in email 311 index

configuring 81 correcting unperformed transaction 135 performance tuning 318

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processing limits 82 throttling 82 throttling for User Delete 771 transaction file 135

initializing address cache 235 archive 31

integration with CTA 463 introduction

EMC SourceOne 17, 18 EMC SourceOne console 47

Item Types page 506

J job

log 359 managing 283

Journal activity 479 activity for Office 365 email 637 SMTP Journaling Group 649

journal Exchange 630

Journal activity 627 journaling

configuring for User Delete 779 Journaling issues folder 649

K Kazeon 28

L legal hold folder 200 log

application 373 event 373 job 359 security 373, 374 system 373

Lotus Domino NSF file 563

M maintaining EMC SourceOne 369 managing email identities 333

mapped folder 165 configuring for User Delete 773

Mapped Folder page 530 Mapped Folders page 530 media and DiskXtender 129 media folder (DiskXtender) 125, 127, 129 media group (DiskXtender) 125, 127, 129 media service (DiskXtender) 124 MediaStor 124, 125, 126 message

attachment 522 shortcut 607 size filter 528 type 524

Message Size Filter page 528 Message Types Filter 524 Microsoft Exchange Active Directory used with

EMC SourceOne 36 Microsoft SharePoint 28 Migrate - Microsoft Office Outlook .PST activity

479 migrating EmailXtender data 28 mobile user configuration 229 move group (DiskXtender) 127 move rule (DiskXtender) 125, 127, 129 moving archive 142 My Contributed Items search type 756, 758

N NAS device 124, 126

using to store content 86 Native Archive

backup 379 configuring 71 searching 141

network ports used by EMC SourceOne 42 New Activity wizard 482

summary of pages 480 Notes NSF file 563 NSF file activities 563

O Offline Access 28 organizational policy 275 overview of EMC SourceOne 17

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Index

P Personal mapped folders 174, 547, 773, 779, 781 planning message collection 31 policy 275 ports used by EMC SourceOne 42 post processing PST files 543 premium journaling 630 processing limits on indexing 82 Properties page 526 PST file

activities 563 post processing 543 processing with multiple forests 37

public folders archiving 677 shortcutting 688

purge rule, DiskXtender 127 through DiskXtender 125, 127, 129

R reprocessing SMTP messages folder 649 restore shortcut 607 Restore Shortcuts - Historical & User Directed

Archive activity 479 Restore Shortcuts - Microsoft Exchange Public

Folder activity 479 retention

data 145 period 127

rule activity 711 best practice 311 move (DiskXtender) 125, 127, 129 purge (DiskXtender) 127

S Schedule page 550 searching archives 141 security log 374 Select Data Sources page 489 server

role 71 worker 213

SharePoint archiving 28

shortcut activity 607 deploying 311 Shortcut Options page 541

Shortcut - Historical activity 479 Shortcut - Microsoft Exchange Public Folder

activity 479, 688 Shortcut - User Directed Archive activity 479 Shortcut Options page 541 SMTP Journaling Group 649 SMTP message file 653 SMTP reprocessing 649 standard journaling 630 Start Sync button 237 storage media, DiskXtender 129 StorageTek ACSLS 125 Sun StorageTek ACSLS 125, 126 Supervisor 29 synchronizing

address cache 235 address cache after adding mail system 238 all mail users with SourceOne 235

system backup 379 maintenance 369 overview 20 planning 31

T terms 789 Tivoli Storage Manager (TSM) 125, 126 troubleshooting EMC SourceOne 433 tuning

index performance 318 mail server access 223 tab 223 worker 213

U UDA 526 update shortcut 607 Update Shortcuts - Historical & User Directed

Archive activity 479 User Created Folders page 516 User Delete activity (Delete - User Initiated Delete

activity) 754

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Index

User Delete job 754 user directed arc

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